Human Resources Assistant

Our client is seeking a People and Culture Coordinator/Generalist to be located onsite in Rio de Janeiro.

JOB PURPOSE

As a People and Culture Coordinator/Generalist, you'll be part of the operational backbone of the P&C team—keeping employee records accurate, managing inquiries, running reports, and ensuring smooth processes across the Americas. From onboarding support to audit prep, you'll collaborate across teams to keep everything running efficiently and compliantly.

RESPONSIBILITIES (CORE)

Regional HR Support

• Serve as the primary HR administrative support for the Americas region, including the U.S., Bogotá, Rio de Janeiro, and Mexico City.
• Act as the first point of contact for HR-related inquiries and processes across the region, ensuring consistency and compliance with local practices and policies.
• Coordinate with global teams to align on processes and share updates relevant to the Americas.

Employee Support & Case Management

• Manage and respond to Workday help ticket inquiries from employees in a timely and professional manner.
• Monitor and manage the team inbox, triaging and escalating issues as needed.
• Handle employee reimbursements, ensuring compliance with internal policies and timelines.

Documentation & Communication

• Draft and issue employment contracts, employment letters, visa letters, and other employee-related documentation.
• Respond to external inquiries related to HR matters, coordinating with internal stakeholders as necessary.
• Ensure Workday FAQs and knowledge base articles are accurate and up to date.

Onboarding & Offboarding

• Assist with onboarding logistics including documentation, work authorization verification, and orientation coordination.
• Support offboarding processes such as exit documentation, system deactivation, and final reimbursements.

HR Data & Systems

• Maintain employee records and ensure data accuracy in HR systems, primarily Workday.
• Participate in testing new Workday features or updates and provide feedback to the HRIS team.

Reporting & Metrics

• Maintain and update process trackers to support HR operations.
• Track key performance indicators (KPIs) and ensure data is kept current and accurate.
• Pull regular and ad hoc reports as needed to support compliance, audits, and decision-making.

Audit & Compliance Support

• Provide support during audits or compliance reviews by preparing necessary documentation.
• Assist in ensuring HR practices and documentation comply with internal policies and local labor regulations.

Process Improvement & Documentation

• Identify inefficiencies in administrative processes and suggest improvements to enhance accuracy and turnaround time.
• Create and maintain internal documentation, SOPs, and process guides to ensure consistency and knowledge transfer.

Project Assistance

• Own or support new and ongoing projects as needed

TECHNICAL SKILLS HRIS Proficiency

• Proficient in using HRIS tools to manage employee records, process transactions, and respond to help tickets.
• Willingness to learn more advanced features and reporting tools within the system.
• Assist in pulling reports and reviewing for data accuracy.
• Experience with Workday is preferred.

Excel & Data Management

• Intermediate proficiency in Microsoft Excel, including pivot tables, VLOOKUP, filters, and formulas.
• Comfortable managing spreadsheets and trackers for HR operations and reporting.

Document Management Systems

• Maintain and organize digital HR documentation (e.g., SOPs, FAQs, contracts).
• Experience with shared drives, document version control, and internal knowledge bases.

Communication Tools

• Proficient in using email platforms (e.g., Outlook), and messaging tools (e.g., Teams or Slack) to manage inquiries and collaborate across teams.

Organization & Task Management

• Manages multiple priorities with attention to detail and deadlines.
• Demonstrates strong organizational skills in handling administrative and operational responsibilities.

Languages

English and Portuguese fluency