People Operations Specialist (Officer)

Position overview

We are looking for a highly organised, reliable, and proactive People Operations generalist to strengthen the operational foundation of our global People & Culture Team.

This role is primarily focused on the coordination, administration, and execution of core People & Culture processes. The successful candidate will play an important role in ensuring that our people systems, workflows, documentation, and staff lifecycle processes run smoothly, consistently, and efficiently. This role requires experience navigating operational complexity within a fast-paced, globally distributed, and highly collaborative environment.

This is an ideal role for someone who enjoys operational excellence, creating clarity, improving processes, and helping teams function effectively behind the scenes. The role will be housed within the People & Culture Team to increase operational capacity and work closely with the broader Operations department to support cross collaboration across the department.

Responsibilities

Staff Lifecycle Operations

• Coordinate and execute core People & Culture processes across onboarding, offboarding, contract changes, leave administration, payroll in 4 countries, and benefits administration across our global team
• Prepare, track, and maintain staff documentation and records
• Ensure accurate staff data and strong data integrity across People & Culture systems
• Monitor recurring operational processes, deadlines, approvals, and follow-up actions
• Support staff transitions and help ensure a smooth and consistent experience throughout the staff lifecycle

Systems, Documentation & Process Management

• Manage and support core People & Culture systems and tools, including HRIS (Humaans), ATS (Pinpoint), Knowledge Management System (Notion), Project Management Tool (Asana), Google Workspace, and Slack
• Maintain People & Culture documentation, templates, process guides, and operational records
• Support reporting, audits, data tracking, and operational analytics
• Identify opportunities to improve processes, streamline workflows, and increase operational efficiency
• Support the implementation, maintenance, and continuous improvement of People & Culture policies, procedures, and internal systems

Recruitment Operations & Coordination

• Support the coordination of recruitment logistics across staff and consultant hiring processes
• Support interview scheduling and coordination across multiple stakeholders and time zones
• Participate in interviews and support candidate assessment processes in partnership with People & Culture Team and hiring teams
• Partner with People & Culture Team and hiring teams to ensure a smooth and positive candidate experience

Cross-Functional Coordination & Staff Support

• Serve as a reliable operational point of contact for staff questions and process guidance
• Coordinate day-to-day People & Culture operations across multiple stakeholders, systems, and time zones
• Coordinate internal communications, process updates, and operational follow-through
• Support cross-functional projects and initiatives requiring People & Culture operational coordination, specifically supporting the coordination between Finance, Compliance and the People & Culture team
• Help ensure operational consistency, responsiveness, and effective collaboration across People & Culture workflows

Required Experience

• Experience in People Operations, HR administration, operations coordination, or related fields
• Strong experience managing administrative processes with high attention to detail
• Experience working in remote, international, or fast-paced environments
• Experience handling sensitive and confidential information responsibly

Skills & Qualities

• Exceptionally organised with strong follow-through and reliability
• Strong attention to detail and process discipline
• Clear and professional written communication skills
• Strong coordination and task management abilities
• Calm, responsive, and solutions-oriented under pressure
• Comfortable managing multiple workflows simultaneously
• Strong systems mindset and process improvement orientation
• Collaborative, low-ego, and highly dependable
• Able to work independently and proactively manage priorities

Strong Plus

• Experience using HRIS or people systems
• Experience supporting globally distributed teams
• Experience improving or documenting operational workflows
• Familiarity with employment administration across multiple jurisdictions

What Success Looks Like in This Role

Within the first 6-12 months, this person will:

• Partner on all payroll and employer compliance requirements, processes, and procedures
• Strengthen operational consistency across the People & Culture Team
• Manage and maintain our general inbox and staff service function, including via Notion, email, and Humaans
• Improve process coordination, follow-through, and documentation quality
• Increase reliability and responsiveness across staff lifecycle processes
• Become a trusted and dependable operational anchor for People & Culture processes

The development of our staff is paramount. To support this, we include these benefits:

• 5 weeks paid vacation per year
• 10 paid holidays per year
• Up to 3,000 USD for training and development per year
• Up to 1,500 USD for language development per year
• Workspace support, including reimbursement for home office or co-working expense