HR Operations & Recruiting Specialist

Job Description:

We are seeking an HR Operations & Recruiting Specialist to provide critical operational and administrative support across Talent Acquisition and HR Operations. This role sits at the intersection of recruiting execution, candidate experience, onboarding, compliance, and HR systems. Under the direction of the VP, Talent Acquisition and VP, HR Operations, this individual ensures recruiting activity, hiring administration, and employee lifecycle processes are executed accurately, compliantly, and on time. This is a hands-on, execution-focused role requiring strong attention to detail, comfort with systems and data, and the ability to manage competing priorities in a fast-paced, global environment.

Key Responsibilities

Recruiting Administration & Candidate Experience

• Manage external recruitment advertising across job boards, social media platforms, and other sourcing channels, ensuring timely uploads and correct branding.
• Play a significant role in creating, posting, and engaging with recruitment-related content across social media channels, supporting content calendars and campaigns across multiple markets.
• Serve as the first point of contact for candidate and recruitment-related inquiries via email, phone, resolving issues or escalating appropriately.
• Maintain accurate and up-to-date recruiting trackers, talent spreadsheets, and activity logs to support pipeline visibility and prioritization. While this process is currently manual, it will transition into our ATS, with ongoing responsibility for ensuring data accuracy and integrity within Workday.
• Coordinate interview logistics, including scheduling, confirmations, interview materials, and follow-up communications. Ensure interview feedback and notes are collected and properly documented in the system.
• Ensure recruiting systems are kept current by dispositioning of candidates within the ATS.
• Act as operational owner for end-to-end recruiting administration processes, ensuring consistency, data integrity, and positive candidate experience across regions.

Onboarding, Pre-Hire, and Compliance Support

• Support pre-hire and onboarding processes, including references, background checks, and document collection. Proactively identify and resolve gaps in candidate documentation.
• Generate and issue regionally compliant offer letters, working closely with HR Operations and Global Compliance to ensure accuracy and adherence to local requirements.(when we get the offers in Workday)
• Assist with onboarding activities to ensure a smooth and positive new hire experience.
• Ensure administrative processes align with regulatory and compliance requirements, including data protection and confidentiality standards.
• Administer GDPR-related data requests, including candidate data erasure, ensuring compliance with applicable regulations.
• Support audit readiness for pre-hire and onboarding processes, including documentation standards and evidence collection.

HR Operations & Systems Support

• Act as a first-level support resource for HR system issues, triaging and escalating to appropriate resources, as necessary.
• Support HR systems and vendor management in partnership with the HRIS Manager, ensuring data accuracy and smooth day-to-day operations.
• Generate and analyze monthly and ad-hoc HR metrics and reports to support operational and leadership decision-making.
• Assist with audits, filings, and compliance documentation, ensuring timely and accurate submissions.
• Participate in system enhancements, testing, and rollout of new HR technology features.
• Support policy updates and legal compliance initiatives as directed by HR Operations and Global Compliance leaders.

General & Team Responsibilities

• Maintain organized and accurate electronic filing systems across HR and recruiting shared drives.
• Administer the employee referral program, including tracking activity, coordinating rewards, and ensuring timely distribution.
• Act as operational owner of the HR inbox, ensuring inquiries are tracked, resolved within SLA, and escalated appropriately.
• Attend Recruitment and HR Operations meetings and provide operational input.
• Support ad-hoc projects and process improvement initiatives as needed.
• Identify opportunities to improve administrative efficiency, data accuracy, and candidate or employee experience.
• Maintain strict confidentiality and data protection standards at all times.
• Be flexible and willing to support additional reasonable duties during peak periods or critical business needs.

Requirements

• 4-6+ years of experience in HR operations, recruiting administration, HR analytics, or a similar role.
• Strong organizational, analytical, and communication skills with high attention to detail.
• Proficiency with HRIS, ATS, and reporting tools.
• Demonstrated ability to work with sensitive data in compliance-driven environments (e.g., audits, regulatory processes, data privacy).
• Working knowledge of HR compliance, data protection, onboarding, and recruiting processes.
• Comfortable operating in a global or multi-market context

Kaleris is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.