Project Specialist

Company Description

Envision Initiative is a full-service outsourced HR company designed to provide scalable HR expertise, develop professional networking opportunities, empower leadership development, advocate for thriving workplace cultures, and provide strategic recruiting solutions.

Our services are built on five core pillars:

• Outsourced HR Expertise: We handle the complexities of HR compliance, employee relations, and process optimization, so our clients can focus on advancing their missions.
• Mentorship & Networking: We bridge the gap between aspiring HR professionals and seasoned leaders, creating opportunities for collaboration, growth, and connection.
• Leadership Development: Our programs equip leaders with the skills to navigate challenges, inspire teams, and drive organizational success.
• Employee Advocacy & Culture Building: By prioritizing wellness, inclusion, and engagement, we help businesses build thriving, high-performing teams.
• Recruitment Services: We provide tailored recruiting solutions that ensure every hire strengthens your team’s success.

Our work culture is unique in that we are still considered to be a start-up, the founders love new ideas and suggestions, we value our team beyond belief, and we share a work ethic that goes way beyond average. We are dedicated to bringing Envision to the next level (at any level where we land) and in addition to our clients, our team is #1 in the hierarchy of priorities.

Summary/Objective

The Project Specialist is a key member of our client service team, responsible for supporting backend operations, managing client communications, and ensuring follow-through on deliverables. This role supports one main client account initially and then will have 3–4 client accounts, with training and mentorship from Envision’s HR Strategists. A successful Project Specialist will gradually take on more direct ownership of workstreams and client relationships.

Essential Functions

Client Account Support:

• Work on-site at client’s office initially then at Envision Initiative’s office after temporary client project is completed.
• Manage email inboxes and maintain client records for assigned client(s).
• Monitor communications, respond to routine inquiries, and escalate strategic
• or sensitive issues.
• Coordinate project logistics and maintain project plans (e.g. scope, timeline, milestones, and resources needed)
• Draft client-facing documents and deliverables under HR Strategist supervision.
• Payroll and reporting responsibilities using Paylocity and working with the client’s Accounting and Finance team on all payroll related work.
• Recruitment and onboarding of new employees for client and coordinating start date with appropriate manager.
• Gather and send employee documentation as needed per Envision Initiative and client’s contacts.
• Report out weekly on client work completed and planning for the following week.
• Meet with client and Envision Initiative co-founders as needed.

Internal Projects:

• Help plan and execute internal team activities (e.g. team meetings and workshops).
• Coordinate logistics for team volunteering and community engagement opportunities.
• Track and organize shared resources in Google Drive or client’s project management tool.

Communications & Coordination:

• Assist in creating emails, newsletters, announcements, and other written materials.
• Proofread and refine documents to maintain consistency in tone, branding, and professionalism.
• Serve as a point of contact with external partners.

Additional functions:

• To be determined by client.

Competencies

• Communication – verbal and written
• Detail oriented
• Customer service
• Multi-tasking
• Organization skills
• Creativity

Working Environment

• 35 - 40 hours per week, Monday through Friday
• Indoor work - initially temporary at client’s office full time
• In office

Required Education & Experience

• A minimum of 1 year of administration experience to include payroll and HR experience
• Strong written and verbal communication skills
• Strong attention to detail
• Proficiency with MS Office Suite, Google Suite, Paylocity (or similar HRIS/ payroll platform)

Preferred Education & Experience

• Associate or Bachelor’s degree in a related field preferred
• Experience with public relations – meeting people and promoting a business
• Bilingual in English/Spanish

Affirmative Action/EEO Statement

We are an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. We make hiring decisions based solely on qualifications, merit, and business needs at the time.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Job Type: Full-time

People with a criminal record are encouraged to apply

Work Location: In person