HR Specialist

Key responsibilities:

1. Provide operational and administrative HR support to employees and managers.

2. Respond to HR inquiries

3. Manage and maintain accurate employee records.

4. Ensure privacy and confidentiality

5. Optimize HR processes for efficiency

Main job tasks

Provide operational and administrative HR support to employees and managers.

Assist employees and managers with various HR processes, within employee lifecycle events including administration ensuring all activities are done in a timely, accurate and legally compliant way.

Responsible for solving inquiries in a timely, consistent and professional way using the knowledgebase of information through multichannel support

Support more complex system/processes and provide support to more junior colleagues when needed.

Coordinate with relevant departments to manage employee transitions effectively, adhering to best practices.

Contribute to onboarding, training and capability development of colleagues when required.

Respond to HR inquiries

Address inquiries from employees and managers regarding HR policies, procedures, and individual records, utilizing knowledge from organizational behavior studies.

Provide accurate information while maintaining high standards of customer service, informed by contemporary organizational behavior research.

Manage and maintain accurate employee records.

Ensure all employee records, including job history, leave records, and salary progression, are up-to-date and compliant with company standards.

Regularly audit records to maintain accuracy and integrity.

Ensure privacy and confidentiality

Handle sensitive employee information with utmost care to maintain privacy and confidentiality, adhering to ethical guidelines and legal frameworks.

Adhere to organizational policies and legal requirements regarding data protection, ensuring compliance with all relevant regulations.

Optimize HR processes for efficiency

Review and refine HR processes to ensure they are efficient and effective.

Implement best practices to streamline HR operations and reduce redundancies, ensuring optimal efficiency in HR processes.

Introduce new HR concepts, practices, and approaches to stakeholders with shared interests.

Monitor service performance metrics. Continuously seek opportunities for process improvement to enhance efficiency.

Proactively identify and recommend process improvements, and take ownership of implementing approved enhancements

Support implementation and adoption of new HR processes, policies and systems through change management and communication activities to all stakeholders.

Innovation and change

Implementing system updates to reduce manual data entry, improve accuracy, and standardize processes.

Collaborating with cross-functional teams to design and implement a self-service HR portal, providing employees with easy electronic access to HR information, reducing the need for manual inquiries, and optimizing the user experience.

Drive continuous improvement by identifying and implementing changes to HR programs in response to evolving organizational needs.

Key stakeholders

All levels of the organization including HR Business Partners

HR colleagues from Centers of Excellence (CoEs) such as Labor Relations lawyers, Total Rewards specialists, and Talent Acquisition etc.

Global Business Services (GBS)

RSC teams

Other RSCs

IT and areas responsible for our systems

Candidates/Ex-employees

Education

Bachelor’s degree in human resources, Business Administration, or a related field preferred.

Experience

- Minimum 2-3 years of experience in HR operations or administrative roles

- Solid knowledge of HR processes and employee records management

Personal skills

1. Good English communication skills; Japanese proficiency is preferred.

2. Must be well organized and detail oriented with good interpersonal and communication skills

3. Strong Problem-solving Mindset and skill

4. Innovation mindset and Data Driven

5. Team Collaboration

6. Ability to adapt to a changing environment

7. Strong ownership

8. Ability to multi-task

We commit to an inclusive recruitment process and equality of opportunity for all our job applicants.