HR Operations Assistant

About the Role

As our business and organization continue to grow, we are looking for an HR Assistant / Coordinator to support and further develop our HR operations.

In this role, you will support a broad range of employee lifecycle activities, including recruitment, onboarding, offboarding, employment documentation, employee data management and payroll coordination. You will also communicate with external vendors and internal stakeholders regarding the implementation, operation and continuous improvement of HR and payroll systems.

You will initially work under the guidance of the HR Manager and gradually take ownership of your assigned responsibilities. As you develop in the role, there will be opportunities to expand your responsibilities based on your strengths and interests, including recruitment, payroll, employee relations, HR systems, learning and development, and process improvement.

Key Responsibilities
HR Operations

• Prepare and maintain employment contracts, offer letters, contract amendments and other HR documentation
• Coordinate onboarding, internal changes, contract renewals and offboarding processes
• Maintain accurate employee records, personnel files and HR data
• Monitor important deadlines, including contract renewals, probation periods and work authorization requirements
• Respond to general employee questions regarding leave, benefits, company policies and HR procedures
• Assist with performance reviews, employee development processes and employee surveys
• Support HR administration for employees across our European entities and those employed through EOR providers

Recruitment and Onboarding

• Support vacancy posting, applicant tracking, candidate communication and interview scheduling
• Coordinate with hiring managers and external recruitment agencies
• Support the recruitment process from application through offer and onboarding
• Prepare onboarding activities and coordinate with relevant internal departments
• Maintain accurate recruitment data and candidate status information
  

Payroll and External Provider Coordination

• Collect, verify and submit the information required for monthly payroll processing
• Communicate with payroll providers, EOR partners, insurance providers and other external parties
• Check the accuracy of information relating to salaries, benefits, leave and contractual changes
• Translate internal requirements and operational issues into clear requests for external providers
• Follow up on issues and support their resolution in cooperation with internal and external stakeholders
  

HR Systems and Process Improvement

• Support the implementation, administration and continuous improvement of HR and payroll systems
• Coordinate meetings, requests and follow-up actions with system vendors
• Research and compare new systems, tools and functionalities
• Support data preparation, migration, testing, documentation and user guidance during system implementations
• Identify and implement opportunities to simplify, automate and digitalize HR processes
• Create and improve HR templates, workflows, guidelines and administrative procedures

• Relevant experience in HR administration, HR operations and/or recruitment coordination
• Knowledge of Dutch HR administration or employment practices
• Strong organizational skills and excellent attention to detail
• Professional fluency in English
• A high level of integrity and discretion when handling personal and confidential information
• Ability to understand and carry out instructions accurately while gradually developing greater independence
• Ability to prioritize multiple responsibilities and meet deadlines
• Confidence to ask questions, raise concerns and express a professional opinion when appropriate
• Interest in learning and working with new systems and digital tools including AI
• Valid authorization to work in the Netherlands
  

Preferred Qualifications

• Previous experience within an HR department
• Ability to identify internal needs and communicate them clearly to external vendors and stakeholders
• Experience supporting French, German or other European payroll, recruitment, onboarding or offboarding is plus
• Experience using an HRIS, payroll system, ATS (Workable),or time and attendance system
• Experience supporting the implementation or improvement of an HR or payroll system
• Experience coordinating with external vendors or service providers
• Experience working in an international or multicultural organization
• Experience with HR process improvement or automation
• Other European or Japanese language skills is plus
  

Personal Qualities

• Accurate, dependable and able to handle sensitive information responsibly
• Cooperative and approachable, while maintaining sound judgment and professional boundaries
• Comfortable forming and expressing an independent, fact-based opinion
• Proactive in identifying issues and opportunities for improvement
• Flexible and positive in a changing environment
• Motivated to develop broader HR knowledge and responsibilities

• Flexible work options: Hybrid working model
• Supportive team environment: A culture that values collaboration, learning, and high performance
• Competitive benefits: Attractive pension scheme, Study finanal scheme, bonus scheme, and 3–4 additional end-of-year holidays in addition to 24 vacation days
• Well-being perks: Sports/gym subscription allowance
• Company culture: Friday drinks, kick-off outings, and an end-of-year dinner to connect with colleagues