HR & Operations Administrator

Job Description

Job Description

HR & Operations Administrator

Department: Human Resources
Reports To: HR / Operations Manager
Employment Type: Full-Time

Position Summary

The HR & Operations Administrator is responsible for providing comprehensive administrative support across recruitment coordination, HR systems management, travel administration, and employee engagement initiatives.

This role ensures the efficient execution of HR processes, supports global operational needs, and contributes to a high-quality employee experience across multiple countries.

The position supports approximately 20 annual hires (including replacements and new project staffing) and requires close collaboration with internal stakeholders and external vendors.

Key Responsibilities

Recruitment Administration

• Administer the recruitment process through the Applicant Tracking System (ATS)

• Upload and manage candidate CVs for open roles

• Coordinate interview scheduling across stakeholders (20–30 interviews per week)

• Ensure timely collection and documentation of interview scorecards

• Maintain consistent communication with candidates via phone and email

• Support recruitment funnel tracking and reporting

• Partner with hiring managers to ensure smooth process execution

HRIS & Employee Lifecycle Administration

• Manage pre-boarding, onboarding, and offboarding processes within the HRIS

• Maintain accurate employee records and resolve data discrepancies

• Conduct periodic employee data audits and corrections

• Support workforce demand planning activities (monthly / bi-weekly)

• Administer employee allocation updates, timesheet adjustments, and appraisal data (10–15 employees per cycle)

• Ensure data integrity, compliance, and confidentiality within HR systems

Travel Administration

• Coordinate international business travel in accordance with approved budgets and company policies

• Arrange flights, accommodations, and travel insurance

• Provide support for travel-related issues, including itinerary changes, cancellations, or logistical challenges

• Manage visa applications and provide guidance on complex international travel cases

• Liaise with travel vendors and booking platforms (e.g., Amadeus, Sabre, Expedia, Booking.com)

Employee Engagement & Corporate Gifting

• Coordinate employee recognition initiatives, including birthday cards and newborn gifts

• Organize onboarding welcome arrangements across multiple countries

• Manage annual corporate gifting initiatives across approximately 18 countries

• Coordinate catering and logistics for company-wide meetings and events (approximately twice annually for 60+ employees)

• Ensure timely ordering, vendor coordination, and international delivery compliance

Qualifications & Experience

• Bachelor's degree in Human Resources, Business Administration, or related field preferred

• Minimum 2+ years of experience in HR administration or operations support

• Experience with Applicant Tracking Systems (ATS) and HRIS platforms (Cardinal or similar preferred)

• Proficiency in Microsoft Excel, Google Sheets, and collaboration tools (e.g., Slack)

• Familiarity with international travel coordination and visa processes is an advantage

• Experience working in a multi-country or global environment preferred

Competencies

• Exceptional attention to detail and accuracy

• Strong organizational and time management skills

• High level of ownership and accountability

• Professional communication skills, both written and verbal

• Strong customer service orientation

• Cultural awareness and sensitivity

• Ability to manage confidential and sensitive information with discretion

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