People Operations Specialist


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About Index Exchange: Index is a global advertising marketplace enabling media owners to grow their revenue by helping marketers reach consumers across every screen. We’re a proud industry pioneer with nearly 20 years of experience accelerating the evolution of ad technology for the world’s leading experience makers.

Index is an exciting and fast-paced place to work, and our company is built on our values of change, support, learning and teaching, trust, and intention. We pride ourselves on our independence and openness, not only in our technology, but in our teams, too. Our diverse and inclusive culture celebrates how we can leverage our unique differences to help drive Index forward. We have more than 500 Indexers around the globe dedicated to building a safe and transparent marketplace that provides a trusted experience for consumers, and we’re looking for talented professionals to help take us to the next level.

Are you ready to join the programmatic evolution?

The People Operations Specialist serves a critical role as the backbone to all functions of the People Operations team. This role also provides all front-line HR Services to internal stakeholders across the organization globally.  The successful incumbent will have the opportunity to work with a global team, gain experience in the fast-paced technology industry, and be part of streamlining and automating our processes to support the continued growth of the organization. This role requires someone who is adaptable to an ever-changing environment and sees change as an opportunity to look for new and better ways of doing things.

What We’re Looking For:

  • Strong integrity, critical thinking and attention to detail 
  • Solid understanding of the interdependencies of data, tasks and workflows across all HR systems and processes
  • Consistent approach to processes and procedures from end-to-end
  • Effective and professional communication skills, both written and oral
  • Ability to effectively problem solve and work autonomously, sometimes under pressure, in order to meet deliverable requirements 
  • Strong skills in organization and time management
  • Tact and sound professional judgment when working with confidential employee information

Here’s What You’ll be Doing:

Front-line HR Services

  • Provide optimal level of HR service to all employees, managers and HRBPs globally 
  • Triage all incoming emails regarding payroll, benefits, leaves, reports, onboarding, offboarding, ad-hoc requests and various other HR-related inquiries and requests
  • Close out all emails and escalate to People Operations team members as required
  • Respond and resolve all inquiries in accordance with internal HR service level commitments

Onboarding, Offboarding and Leave Coordination

  • Maintain task automation and configuration in Greenhouse Onboarding application
  • Configure and assign automated onboarding plan to all new hires and track progress
  • Liaise with Talent Acquisition, Community, Executive Assistants, Hiring Managers and Payroll as required to ensure smooth and optimized onboarding process for all new hires
  • Ensure all onboarding plans are closed out, all tasks are completed, all data is collected and all stakeholders have received required information
  • Verify, track and follow up on Visa and work authorizations for applicable new hires
  • Process leaves end-to-end from initiation to return-to-work - parental leave, short-term disability, long-term disability 
  • Responsible for end to end process management for Employee Onboarding and Offboarding, which will require working with cross functional teams
  • Complete benefit initiations, enrollments, changes and terminations as required

HR Systems and Data Maintenance

  • Ensure data is collected accurately and timely for all events during employee life cycle - new hires, terminations, leaves and changes to role, salary, level, manager, working location and any other events
  • Perform regular audits of Namely and Greenhouse Onboarding systems data, mapping and permissions
  • Manage electronic employee files and team network drive and files
  • Process all Namely workflow employee requests such address change and variable pay passing changes to payroll accordingly
  • Tracking and collection of all HR data points as required
  • Maintain Confluence  intranet pages content for People Operations Team
  • Regularly seek out opportunities to streamline and integrate functionality of HR business processes, systems and interdependencies

Documentation and Administration

  • Maintain all letter templates and execute as required - change, notification, termination, leaves, relocations, employment verification
  • Laise regularly with HRBPs on letter requirements and signoffs
  • Maintain all offer and employment agreement templates and provide support to Talent Acquisition as needed
  • Regularly review templates for compliance with legislation and consistency with internal language and references 
  • Regularly review all HR policy documents and flag for compliance updates

Project Support

  • Implementation of JIRA ticketing for all HR service requests
  • Automation of offboarding logistics, automation of offer and employment agreement generation
  • Workflow database build of all day-to-day operations and incremental tasks such as government reporting, employee communications, system and schedule rollovers, and refreshing policies

Here's What You Need:

  • University Degree in Human Resources field or in a related field with certificate/diploma in HR management 
  • CHRP/CHRL designation or completion within 24 months of hire date
  • Minimum 3 years of experience in an HR services oriented role in a global organization
  • Practical experience with Namely or other HRIS software and data maintenance
  • Understanding of payroll fundamentals
  • Advanced proficiency with MS office software, including Excel
  • Experience in the tech industry an asset

Why You’ll Love Working Here:

  • Comprehensive health, dental, and vision plans at no cost to you
  • Time off and flexible work schedules
  • Retirement plan with a 5% company match
  • Stock options and equity packages
  • Generous parental leave
  • Monthly wellness stipend plus fitness discounts and quarterly wellness group activities
  • Home office stipend
  • Community engagement opportunities and donation-matching program
  • Annual virtual company retreats and regular community-led team events

Equal employment opportunity

At Index Exchange, we believe that successful products are built by teams just as diverse as the audience who uses them. As such, we are committed to equal employment opportunities. We celebrate diversity of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or expression, or veteran status. Additionally, we realize that diversity is deeper than any status or classification—diversity is the human experience. For those who show grit, passion, and humility—Index will welcome you.

Accessibility for applicants with disabilities

Index Exchange is committed to working with and providing access and reasonable accommodations to applicants with disabilities. Please let us know if you’d like to request a reasonable accommodation.

*COVID-19 guidance: We have re-opened offices in various cities following local guidelines, but are continuing to maintain a flexible work environment.