HR Operations Specialist

HR OPERATIONS SPECIALIST

JOB SUMMARY

The HR Operations Specialist is responsible for supporting and coordinating the day-to-day operational activities of the Human Resources function at Sizanid Staffing. The role ensures that HR processes, employee records, onboarding, documentation, performance administration, attendance, leave management, and employee support activities are handled accurately, efficiently, and in accordance with company policies.

The HR Operations Specialist works closely with the HR and Operations teams to maintain effective HR systems and processes, improve employee experience, ensure accurate HR data, and support compliance with organizational policies and applicable employment requirements.

KEY RESPONSIBILITIES

1. HR Operations Management

• Coordinate day-to-day HR administrative and operational activities.
• Ensure HR processes are implemented consistently across the organization.
• Maintain accurate and up-to-date HR records and documentation.
• Support the implementation and improvement of HR policies and procedures.

2. Employee Records & Documentation

• Maintain accurate employee files, records, and HR databases.
• Ensure employee documentation is complete and properly organized.
• Update employee information, employment status, and other HR records.
• Maintain confidentiality and appropriate access to employee information.

3. Employee Onboarding & Offboarding

• Coordinate onboarding activities for new employees.
• Prepare onboarding documentation, checklists, and required forms.
• Coordinate induction and orientation activities with relevant departments.
• Support employee exit and offboarding processes.
• Ensure exit documentation and clearance processes are completed.

4. Attendance & Leave Administration

• Monitor employee attendance and leave records.
• Maintain accurate leave balances and absence records.
• Process leave requests in accordance with company policies.
• Identify attendance or absenteeism issues and escalate them where necessary.

5. HR Policy & Compliance Support

• Support the implementation of HR policies and procedures.
• Monitor compliance with internal HR processes and requirements.
• Assist with updating employee policies, procedures, and HR documentation.
• Maintain records required for HR audits and compliance reviews.
• Escalate potential HR compliance issues to the appropriate manager.

6. Performance Management Support

• Support the administration of employee performance review processes.
• Track performance review schedules and completion.
• Maintain performance management records.
• Assist managers with performance documentation and follow-up activities.
• Support the implementation of performance improvement processes.

7. Employee Support & Relations

• Serve as a point of contact for routine employee HR-related enquiries.
• Provide employees with information regarding HR procedures, policies, benefits, and documentation.
• Support the HR team in resolving routine employee concerns.
• Escalate complex employee relations matters to the Head of HR or appropriate management.

8. HR Data & Reporting

• Maintain accurate HR databases and employee information systems.
• Prepare regular HR operational reports and summaries.
• Track key HR metrics including headcount, turnover, absenteeism, leave, and onboarding.
• Support HR data analysis and reporting for management decision-making.
• Ensure accuracy and confidentiality of HR data.

9. Recruitment & Workforce Administration

• Provide operational support to the recruitment team when required.
• Coordinate recruitment documentation and pre-employment requirements.
• Support the preparation of employment documentation and onboarding materials.
• Maintain accurate records of employee movements and workforce changes.

10. Compensation & Benefits Administration Support

• Support the administration of employee compensation and benefits processes.
• Coordinate relevant payroll information with Finance.
• Maintain records relating to employee benefits and allowances.
• Assist with resolving routine payroll and benefits-related enquiries.

11. HR Systems & Process Improvement

• Support the effective use of HR information systems and digital HR tools.
• Identify inefficiencies in HR processes and recommend improvements.
• Assist with the implementation of HR automation and workflow improvements.
• Ensure HR processes are properly documented and standardized.

12. HR Reporting & Administrative Support

• Prepare HR reports, trackers, schedules, and documentation.
• Support HR meetings and maintain relevant records and action points.
• Assist with HR projects and organizational initiatives.
• Provide administrative support to the Head of HR and relevant management teams.

KEY PERFORMANCE INDICATORS (KPIs)

• Accuracy and completeness of employee records.
• Timeliness of HR administrative processes.
• Employee onboarding completion rate.
• Offboarding process completion rate.
• HR documentation accuracy.
• Attendance and leave record accuracy.
• HR policy compliance rate.
• Performance review completion rate.
• HR enquiry response and resolution time.
• Accuracy and timeliness of HR reports.
• HR data integrity.
• Employee satisfaction with HR support.
• Payroll and benefits information accuracy.
• HR process improvement initiatives implemented.
• Timely completion of assigned HR projects and activities.

QUALIFICATIONS

• Bachelor’s degree in Human Resource Management, Business Administration, Industrial Relations, Management, Psychology, or a related field.
• Professional HR certification or membership is an advantage.
• 2–4 years of experience in HR operations, HR administration, or a related HR role.
• Experience working with HR records, employee documentation, onboarding, attendance, leave, and HR systems.
• Experience in HR, recruitment, staffing, consulting, or professional services is an advantage.

REQUIRED SKILLS & COMPETENCIES

• HR operations and administration
• Employee records management
• HR policy administration
• Onboarding and offboarding
• Attendance and leave management
• HR information systems
• HR data management and reporting
• Employee relations support
• Performance management administration
• Compensation and benefits administration
• Recruitment administration
• Process improvement
• Strong organizational and time-management skills
• Excellent communication and interpersonal skills
• Attention to detail and accuracy
• Problem-solving skills
• Confidentiality and discretion
• Microsoft Office and HR productivity tools
• Ability to manage multiple priorities

CORE VALUES

• Integrity
• Professionalism
• Confidentiality
• Accountability
• Accuracy
• Fairness
• Respect
• Excellence
• Collaboration
• Continuous Improvement

WORKING RELATIONSHIPS

Internal:

• Head of HR
• Operations Manager
• Managing Director
• HR & Recruitment Team
• Finance Department
• Operations Team
• Department Heads
• Employees and Managers

External:

• HR service providers
• Benefits providers
• Recruitment partners
• Professional and regulatory bodies
• Other relevant external stakeholders

ROLE EXPECTATIONS

• Maintain accurate, confidential, and well-organized HR records.
• Ensure HR operational processes are completed accurately and on time.
• Provide professional and responsive support to employees and managers.
• Maintain strict confidentiality when handling employee information.
• Proactively identify HR process gaps and recommend practical improvements.
• Support compliance with company HR policies and applicable employment requirements.
• Demonstrate professionalism, fairness, discretion, and accountability in all HR activities.
• Contribute to an efficient and positive employee experience across Sizanid Staffing.