HR & Admin Specialist

Job Summary

We are looking for a proactive, well organized, and people first HR & Admin Specialist to manage and elevate our HR and administrative operations. This role goes beyond routine administration, i.e. we want someone who takes ownership, brings fresh initiatives to the table, and builds an HR function that makes employees' lives easier. The ideal candidate combines strong knowledge of US HR practices and labor law with a modern, progressive approach to people management.

Key Responsibilities

• Learn, understand, and remain up to date with U.S. HR policies, employment practices, and labor law regulations.
• Assist in developing, implementing, and continuously improving HR policies, procedures, and employee handbooks.
• Assist and Manage the complete employee lifecycle, including onboarding, probation, performance reviews, promotions, transfers, and offboarding.
• Ensure all onboarding documentation, orientation sessions, and new hire processes are completed efficiently.
• Maintain accurate and organized employee records while ensuring confidentiality.
• Prepare HR reports, employee information, and documentation promptly whenever requested by management.
• Monitor employee attendance, leave records, and timesheets while ensuring compliance with company policies.
• Maintain the HR calendar, ensuring important dates such as payroll processing, appraisals, contract renewals, probation confirmations, birthdays, work anniversaries, and compliance deadlines are never missed.
• Support payroll preparation by ensuring attendance, leave records, timesheets and employee information are accurate for both weekly and monthly payroll processing as required.
• Manage the recruitment process, including job postings, sourcing candidates, screening resumes, conducting initial interviews, scheduling interviews, and coordinating hiring activities.
• Utilize various recruitment platforms and sourcing strategies to attract top talent.
• Foster a positive, supportive, and employee friendly work environment.
• Help resolve employee concerns professionally while promoting trust and transparency.
• Focus on making employees' work experience easier by simplifying HR processes and providing proactive support rather than creating unnecessary bureaucracy.
• Qualifications & Skills:
• Bachelor's or Master’s degree in Human Resources, Business Administration, Management, or a related field.
• 3+ years of experience in Human Resources and Administration.
• Hands-on experience in recruitment, onboarding, employee relations, attendance management, HR documentation, and payroll coordination.
• Strong understanding of HR best practices with a willingness to continuously learn U.S. labor laws and employment regulations.
• Excellent verbal and written English communication skills.
• Mindset & Working Style
• A Western/US style professional work mindset: direct and transparent communication, employee empowerment, accountability, and a culture of trust rather than micromanagement.
• Self-starter who takes initiative without waiting to be asked.
• Empathetic and people-oriented: someone who sees HR as a service to employees, not a policing function.
• Responsive, dependable, and comfortable working with management on short notice requests.