People Operations Support Associate at Prompt

Title: People Operations Support Associate (B2B SaaS)

Prompt is revolutionizing healthcare by delivering highly automated and modern software to rehab therapy businesses, their teams, and the patients they serve. As the fastest-growing company in the therapy EMR space and the new standard in healthcare technology, we are committed to building a team that thrives in our fast-paced, innovative environment. We’re seeking a People Operations Support Associate who is highly organized, detail-oriented, and passionate about creating a great employee experience.

The ideal candidate is proactive, solutions-driven, and thrives on supporting teams behind the scenes, ensuring smooth operations and an exceptional workplace culture. In this role, you’ll support critical administrative processes such as employee onboarding and offboarding, maintain HR systems and records, assist with scheduling and coordination for recruitment efforts, and support key initiatives like benefits administration and company-wide engagement programs. Strong communication skills, discretion, and the ability to juggle multiple priorities are essential, as you’ll be working closely with the Vice President of People Operations and cross-functional leaders. If you’re a team player who is excited to make a tangible impact on a rapidly growing organization, we’d love to hear from you.

Why work for Prompt?

• BIG Challenges: Here at Prompt, we are solving complex and unique problems that have plagued the healthcare industry since the dawn of time.

• Talented People: Prompt didn't happen by chance, it's a team of incredibly talented and proven individuals who all made their mark before joining forces to build the greatest software on the planet for rehab therapists.

• Healthy Approach: This isn't an investment bank, we work long hours when it's needed, but at Prompt you own your workload and the entire organization takes a liking to smart work (over hard work).

• Positive Impact: Prompt helps outpatient rehab organizations treat more patients and deliver better care with less environmental waste. That means less surgery and less narcotic-based pain treatment, all while turning a paper-heavy industry digital. We aren't enthralled with patting ourselves on the back everyday, but it does feel good :)

Key Responsibilities

Direct Support to the VP of People Operations

• Manage the VP’s calendar occasionally, schedule meetings, and coordinate with internal and external stakeholders.

• Prepare agendas, take detailed notes during meetings, and track follow-ups to ensure timely execution of action items.

• Assist with drafting emails, presentations, and reports to support the VP’s strategic initiatives.

• Organize and maintain confidential documents and files, ensuring they are readily accessible when needed.

General Administrative Support

• Monitor and organize the People Operations inbox, responding to routine inquiries or escalating as needed.

• Prepare and distribute company-wide communications on behalf of the People Ops team.

• Maintain and update organizational charts, contact lists, and other key resources for the team.

• Coordinate with external vendors and partners to ensure timely delivery of services related to HR or People Ops functions.

Administrative Ownership of People Ops Software

• Serve as the primary administrator for some of the People software tools. 

• Ensure data integrity by entering, auditing, and maintaining employee records across all systems.

• Train managers and employees on how to use People software effectively and troubleshoot system-related issues.

• Generate regular and ad-hoc reports from software tools to support data-driven decision-making for the VP and other leaders.

• Collaborate with IT and vendors to resolve technical issues or implement new features in People software.

• Identify opportunities to optimize system workflows and recommend improvements.

Recruitment Coordination

• Schedule interviews and manage hiring-related communications on behalf of the People Ops team.

Onboarding and Employee Engagement

• Collaborate with the People Ops team to support new hire onboarding processes.

• Support employee engagement initiatives by assisting with logistics and communications.

Data and Reporting

• Generate reports on headcount, turnover, and other people metrics to support the VP’s presentations to leadership.

• Maintain HR system integrity and ensure all employee data is accurate and up to date.

Education & Experience

• Bachelor’s degree in Human Resources, Business Administration, or a related field, or equivalent work experience.

• 1-3 years of experience in an HR, People Operations, or administrative role, preferably in a high-growth or SaaS environment.

• Familiarity with software tools and systems with a willingness to learn and adapt to new platforms as needed.

Skills & Competencies

• Organization & Attention to Detail: Exceptional organizational skills with the ability to manage multiple tasks, prioritize effectively, and meet deadlines.

• Technical Proficiency: Comfortable learning and managing People software systems and tools, with strong Excel or Google Sheets skills for reporting and analysis.

• Communication Skills: Excellent written and verbal communication skills, with the ability to interact professionally and discreetly with employees at all levels.

• Problem-Solving: A proactive, resourceful mindset with the ability to troubleshoot and resolve issues independently.

• Confidentiality: Strong commitment to handling sensitive information with discretion and integrity.

• Adaptability: Thrives in a fast-paced, dynamic environment and is open to taking on new challenges and responsibilities.

• Collaboration: A team player who works effectively across departments and with external vendors.

Perks - What you can expect:

• Competitive salaries

• Remote/hybrid environment

• Potential equity compensation for outstanding performance

• Flexible PTO

• Company-wide sponsored lunches

• Company paid disability and life insurance benefits

• Company paid family and medical leave

• Medical, dental, and vision insurance benefits

• Discounted pet insurance

• FSA/DCA and commuter benefits

• 401k

Prompt Therapy Solutions, Inc is an equal opportunity employer, indiscriminate of race, color, religion, ethnicity, ancestry, national origin, sex, gender, gender identity, sexual orientation, age, marital status, veteran status, disability, medical condition, or any other protected characteristic. We celebrate diversity and are committed to creating an inclusive environment for all employees.