People Operations Specialist

What You’ll Do Leaves of Absence Serve as the primary administrator and point of contact for all employee leaves of absence, including FMLA, ADA, state-mandated leave, personal leave, and military leave Manage the end-to-end LOA process: intake, documentation, certification tracking, communication with the employee and their manager, return-to-work coordination, and record keeping Ensure LOA administration is compliant with applicable federal, state, and local law across all jurisdictions where TopDog Law operates Partner with payroll and benefits to ensure accurate continuation and tracking during leave Maintain clear, organized records and keep managers informed throughout the process without violating employee privacy Employee Relations Serve as the first point of contact for employee questions, concerns, and issues, handling them with professionalism, discretion, and good judgment Conduct or support investigations into employee complaints, policy violations, and workplace concerns in partnership with the Director of People Operations Document employee relations matters thoroughly and maintain accurate, organized case records Help managers navigate difficult conversations, performance concerns, and team conflicts with clear guidance and consistent process Identify patterns or recurring issues and escalate appropriately to the Director of People Operations Compliance Ensure compliance with employment law, labor regulations, and requirements across all states and jurisdictions where the firm operates Maintain and update employee handbooks, policies, and required postings as laws change Administer required compliance training and track completion Support audits, reporting requirements, and regulatory filings Flag potential compliance risks to the Director of People Operations proactively Manager Enablement Be an operational business partner managers rely on for day-to-day guidance on people issues, policy questions, and employee management Provide managers with clear, practical support on performance documentation, disciplinary process, accommodations, and employee concerns Help managers follow consistent, compliant processes so that People Operations policies are applied fairly and uniformly across the firm Work proactively with managers to surface and address people risk, retention risk, and performance concerns before they escalate Develop and maintain manager-facing resources such as guides, templates, and checklists that make processes easier to navigate Process Creation & Continuous Improvement Document, standardize, and improve People Operations processes so they run reliably and consistently without requiring constant oversight Identify gaps in current workflows and propose practical solutions Build and maintain templates, checklists, SOPs, and reference guides that support the team and reduce repeated effort Support the Director of People Operations to implement new processes, tools, or programs as the firm scales Core HR Operations Administer HRIS (Rippling) including employee records, lifecycle updates, data integrity, and reporting Support benefits administration and employee questions about coverage Support payroll processing accuracy and coordinate with payroll on employee changes, leave tracking, and corrections Partner with the People Operations Coordinator in Guatemala on shared workflows and recordkeeping Maintain organized, audit-ready files and documentation Coordinate with the People Coordinator on the TA team to ensure smooth onboarding transitions for all new hires Onboarding Own the pre-event onboarding experience for new hires who join before the monthly New Hire Day 1 event; host a dedicated onboarding call to bridge the gap and ensure no one starts without proper orientation Cover culture, values, and company vision so new hires understand who we are and what we’re building before their first day in role Walk new hires through their benefits, enrollment windows, and how to get questions answered Introduce the People tech stack new hires will use regularly, including Rippling, Ninety, Nectar, and any other core tools, so they feel equipped and not overwhelmed Continuously refine the onboarding call experience as the firm scales, the tech stack evolves, and new needs emerge Other Duties as Assigned Support additional People Operations projects, initiatives, and priorities as directed by the Director of People Operations; this role operates in a growing, evolving environment and flexibility is part of the job How This Role Drives the Business The work this role does every day has a direct impact on the health and performance of the organization: Compliant, well-administered leaves protect the firm from legal exposure and ensure employees are treated fairly Consistent employee relations handling protects culture and reduces liability Manager enablement makes teams more effective and reduces avoidable people problems Clean processes and reliable operations give the leadership team confidence in the foundation Strong execution supports retention and reinforces that TopDog Law is a well-run, trustworthy place to work What Success Looks Like Within your first 6–12 months, success in this role looks like: Leaves of absence are handled end-to-end with accuracy, timeliness, and zero compliance gaps Employee relations matters are documented, handled consistently, and resolved or escalated appropriately Managers know exactly how to engage People Operations and feel supported  Processes are documented and repeatable Compliance obligations are met cleanly across all active jurisdictions HRIS records are accurate, up to date, and audit-ready The Director of People Operations is freed from routine administration and can focus on higher-level priorities Qualifications Required 5+ years of hands-on experience with meaningful ownership of functional People Ops work Direct experience administering leaves of absence including FMLA, ADA, and state leave laws Experience handling employee relations matters including investigations, documentation, and manager guidance Working knowledge of employment law and compliance requirements across multiple states Track record of building, documenting, and improving processes and workflows Strong judgment, discretion, and ability to handle sensitive matters professionally Highly organized with excellent attention to detail and follow-through Clear, professional written and verbal communication skills Ability to manage a varied workload, prioritize effectively, execute with speed, and take initiative Nice to Have Experience with Rippling or similar HRIS and workflow automation platforms Experience in legal, professional services, or client-centric organizations Experience supporting distributed or remote teams Comfort with ambiguity and evolving systems in a fast-growing environment Strong communication skills—written and verbal Ability to think critically, prioritize effectively, and execute with speed About TopDog Law TopDog Law is a nationally scaling, fully-integrated, personal injury law firm built for impact, excellence, and growth. We own the client experience end-to-end, from marketing and intake through litigation, because we believe how we do the work matters just as much as what we achieve. We are building a high-performance, high-trust, no-ego culture where talented people do meaningful work, grow quickly, and take pride in what they build together. This is not a legacy law firm. This is a rocket ship, and we’re assembling the team that will take it to the next level. If you thrive in fast-moving environments, love taking ownership and being held accountable, and want to be part of something you can help shape, not just maintain, you’ll feel right at home here. Our Story TopDog Law is not your typical law firm. We believe that world-class marketing, paired with exceptional legal talent and operations, creates better experiences and outcomes for clients and the business alike. Over the past three years, we’ve grown 2–3x year over year, setting a new standard on the marketing side of the personal injury space and proving what’s possible when strategy, speed, and execution align. Now, we’re applying that same discipline and innovation to law firm operations, case management, and execution as we scale nationally and fully integrate. We are intentionally building the infrastructure, systems, and teams needed to scale at a national level—without sacrificing quality, culture, or accountability. This is still the early stage of that journey, which means the people who join now have a real opportunity to help shape how the firm operates for years to come. Who Thrives Here We don’t hire based on resumes alone. We hire for competence, character, and mindset. You will thrive at TopDog Law if you: Embrace Change You have a growth mindset and seek continuous improvement You welcome feedback and adapt quickly You ask “What’s next?” rather than “That’s not my job” Are Committed to the Organization You care deeply about doing great work You have your teammates’ backs You’re here to build something meaningful and long-lasting Bring an Upbeat, No-Ego Energy You show up positive, professional, and solutions-oriented You enjoy the work and respect the people around you You leave drama, negativity, and ego at the door Take Ownership You do what you say you’ll do You follow through and communicate early when something’s off track You treat the business like it’s yours Fast & Hungry You move with urgency and sound judgment You prioritize progress over perfection You thrive in fast-paced, high-expectation environments You seek feedback, stretch assignments, and more responsibility You’re motivated by growth, impact, and building something bigger than yourself Why TopDog Law Real growth: As the firm grows, so do opportunities for advancement and leadership High standards, real support: Clear expectations, coaching, and accountability Culture that matters: Trust, respect, speed, and integrity, without sacrificing humanity Meaningful work: Helping people through some of the hardest moments of their lives Ready to Build With Us? If you’re excited by ownership, accountability, growth, and the chance to help build something exceptional from the ground up - we’d love to hear from you. Apply today and help shape the future of TopDog Law.