People & Culture Operations Specialist

Job description

💻 We Are Hiring - People & Culture Operations Specialist | 100% Remote We are looking for a highly organized, proactive, and detail-oriented People & Culture Operations Specialist to support the day-to-day HR operations of our global team. This role will work closely with the Head of People & Culture to manage and improve key HR processes, including employee documentation, HR systems, payroll coordination, recruitment support, training, and employee-related operations . We’re looking for someone with hands-on HR or People Operations experience who can take ownership of recurring processes, stay on top of deadlines and follow-ups, identify process gaps, and independently drive tasks to completion. The ideal candidate is dependable, detail-oriented, and comfortable working with employees and managers across different countries and time zones . Strong communication skills, discretion in handling confidential information, and the ability to manage multiple priorities are essential. Key Responsibilities: HR Operations & Employee Lifecycle Support the Head of People & Culture with the day-to-day operation of the global People & Culture function. Coordinate and administer employee lifecycle processes from hire through departure. Prepare and administer offer letters, employment documentation, promotion letters, salary change letters, employment change documentation, probation-related documentation, and other routine employee correspondence. Coordinate onboarding and offboarding activities and ensure required actions are completed by the appropriate internal stakeholders. Maintain accurate and complete employee records and documentation. Track employee changes and ensure they are reflected accurately across applicable HR and payroll systems. Maintain HR trackers, calendars, checklists, and other operational tools to ensure important activities and deadlines are not missed. Support annual and recurring People & Culture processes as required. Maintain confidentiality and exercise appropriate judgment when handling sensitive employee information. HRIS & BambooHR Administration Serve as a primary administrator and operational owner of BambooHR, including: Maintaining accurate employee records and employment information. Processing new hires, employee changes, promotions, compensation changes, departures, and other employee lifecycle transactions. Administering time-off policies and employee leave records. Maintaining organizational and reporting information. Supporting BambooHR workflows, approvals, documentation, and employee records. Supporting the BambooHR Applicant Tracking System and recruitment workflows. Running and maintaining HR reports. Conducting regular data reviews to identify missing, inaccurate, or outdated information. Troubleshooting routine employee and manager questions regarding BambooHR. Identifying opportunities to better utilize BambooHR functionality and automate manual HR processes. Creating and documenting consistent procedures for HRIS administration. Prior BambooHR experience is strongly preferred; however, candidates with significant experience administering another HRIS and the ability to learn new systems quickly will also be considered. Payroll Administration Support and coordinate payroll administration for employees in the United States and United Kingdom, including: Preparing and reviewing payroll-related employee changes. Coordinating new hires and terminations with payroll. Processing salary increases, promotions, bonuses, and other compensation changes. Ensuring leave and other employee status changes are appropriately reflected in payroll. Reviewing payroll information for accuracy before processing. Maintaining payroll change documentation and supporting appropriate internal approvals. Identifying discrepancies and coordinating corrections. Maintaining accurate records of payroll changes and effective dates. Partnering with Finance, payroll providers, and the Head of People & Culture as needed. Experience supporting U.S. and/or UK payroll administration is strongly preferred. Leave of Absence & Time-Off Administration Coordinate the administrative aspects of employee leaves of absence. Maintain accurate leave documentation, dates, correspondence, and HRIS records. Support maternity, parental, medical, and other applicable leave processes. Ensure appropriate documentation and approvals are received and maintained. Track important leave dates and proactively follow up on required actions. Administer company time-off policies within BambooHR. Respond to routine employee questions regarding time-off processes and policies. Escalate complex leave, legal, or employee-relations matters to the Head of People & Culture. Ensure leave and time-off administration is consistent with internal policies and established procedures. Recruitment & Hiring Coordination Provide operational support throughout the recruitment and hiring process. Schedule interviews across multiple time zones and coordinate candidate availability with hiring teams. Maintain candidate records and recruitment activity within the ATS. Support candidate communications throughout the interview process. Coordinate interview schedules and follow up with interviewers as needed. Prepare offer documentation and support the transition from candidate to new employee. Coordinate pre-employment and onboarding requirements. Maintain recruitment trackers and ensure candidates continue moving through the process in a timely manner. Support the Head of People & Culture and hiring managers with other recruitment activities as required. Training & Compliance Administration Administer the company's employee training platform. Assign required training to employees. Track completion of mandatory and role-specific training. Follow up with employees and managers regarding outstanding training. Maintain accurate training records and completion reports. Support the rollout of new policies, procedures, and required acknowledgements. Maintain records of employee policy acknowledgements and other required documentation. Assist with ongoing compliance tracking and reporting. People & Culture Inbox & Employee Support Take primary operational responsibility for monitoring the People & Culture inbox. Ensure employee and manager questions are acknowledged and addressed in a timely manner. Resolve routine HR and policy questions where appropriate. Route requests to the appropriate People & Culture team member or internal stakeholder when necessary. Track outstanding requests through resolution rather than simply forwarding them. Follow up proactively when information or action is required from another party. Identify urgent, sensitive, or complex employee matters and promptly escalate them to the Head of People & Culture. Provide employees with a professional, helpful, and responsive experience when interacting with People & Culture. Policies, Procedures & HR Compliance Develop a strong working knowledge of company employee handbooks, People & Culture policies, and internal procedures. Assist with the consistent administration of established HR policies. Maintain and update HR documentation, templates, procedures, and employee-facing materials. Support policy rollouts and employee acknowledgement processes. Maintain organized records of current policies and procedures. Ideally bring prior exposure to U.S. and UK employment practices and employment law. Recognize situations that require escalation rather than attempting to independently resolve complex legal or employee-relations matters. Process Improvement & Organization A major component of this role will be helping the People & Culture function become increasingly organized, efficient, documented, and scalable. The People & Culture Operations Specialist will: Review existing processes and identify opportunities to improve efficiency, accuracy, and consistency. Develop and maintain standard operating procedures, checklists, templates, trackers, and process documentation. Create repeatable processes for recurring People & Culture activities. Identify manual processes that could be simplified, standardized, or automated. Help establish clear ownership and deadlines for recurring activities. Maintain organized electronic employee and departmental records. Help ensure People & Culture information can be easily located, understood, and handed over when necessary. Proactively identify outstanding actions and follow through until they are completed. Must-Have Skills: At least 2 years of professional experience in Human Resources, People Operations, HR Operations, or a related HR function.. Good English communication skills with the ability to clearly articulate technical/HR decisions. Demonstrated ability to independently execute HR administrative and operational processes, including employee records, documentation, trackers, onboarding/offboarding, training or learning-management platforms, and recurring HR activities. Strong proficiency in Microsoft Office, particularly Excel and Word, including working with spreadsheets, employee data, reports, trackers, and HR documentation. Hands-on experience with an HRIS and Applicant Tracking Systems (ATS), or employee management system; experience with BambooHR is strongly preferred, with transferable experience in comparable HRIS platforms also acceptable. Strong HR data accuracy, documentation, organization, and confidentiality skills, including maintaining employee records and handling sensitive compensation, payroll, leave, and employment information. Demonstrated ownership, follow-through, prioritization, and problem-solving in managing multiple HR processes, deadlines, stakeholders, and recurring activities with minimal supervision. 🕒 Working Hours: 6 PM - 2 AM Philippine Time 🚀 Engagement: Full-time engagement 💎 What You’ll Get Above-market compensation. Long-term opportunity. Opportunity to shape user-facing experiences that reach thousands of users. Collaborative, growth-oriented work culture. Enjoy a Signing Bonus of PHP 20,000 upon joining! 🚨 Don’t Meet Every Requirement? No worries! If you’re a strong candidate with the right experience and a willingness to learn and grow, we encourage you to apply. We’re always looking for exceptional people—even if you don’t check every box. 💬 Referral Program – Earn While You Help! Know someone who’s a great fit for this role? Refer a candidate and earn up to ₱20,000 per successful hire. There’s no limit—refer as many qualified developers as you like!