Human Resources Operations Specialist

We are seeking a highly organized and detail-oriented HR Operations / Administration Specialist (HR & Back-Office Support) to support the daily administrative and operational functions of the Human Resources department.

The successful candidate will play a key role in ensuring efficient HR processes, accurate employee records, compliance with company policies, and smooth coordination of administrative activities. This role requires strong organizational skills, attention to detail, and the ability to manage multiple administrative tasks in a fast-paced environment.

Location: Portugal (Lisbon)

Working model: Hybrid

Employment Type: Full-time

Department : Human Resources / Operations

Common additional benefits include:

• Meal allowance
• Health insurance
• Hybrid work

Required Qualifications

• Bachelor's degree in human resources, Business Administration, Management, or related field.
• 2-5 years of experience in HR administration, operations, or back-office support.
• Experience in handling HR documentation, employee records, and administrative processes.
• Familiarity with HR systems and payroll coordination.

Preferred Qualifications

• Experience working in international or multicultural organizations
• Knowledge of Portuguese labor regulations
• Experience with HRIS systems or payroll software
• Previous experience supporting recruitment or HR operations teams

Language Requirements

• Fluent English (mandatory)
• Fluent Portuguese (mandatory)

Key Responsibilities

HR Administration

• Maintain and update employee records, HR databases, and personnel files.
• Support the employee lifecycle process, including onboarding, contract preparation, and offboarding documentation.
• Prepare and manage employment contracts, amendments, and HR documentation.
• Ensure accurate maintenance of HR systems and personnel data.

Payroll & Benefits Support

• Assist with payroll preparation and coordination with payroll providers.
• Track employee attendance, leave balances, and absences.
• Support administration of employee benefits, including health insurance and other benefits programs.
• Ensure accurate submission of payroll-related documentation.

Employee Support

• Act as a point of contact for employee HR-related administrative inquiries.
• Provide guidance on company policies and HR procedures.
• Assist employees with documentation requests such as employment verification letters.

HR Operations & Compliance

• Ensure compliance with company policies and local labor regulations.
• Maintain confidentiality of sensitive employee information.
• Support internal HR audits and documentation management.
• Assist with updating HR policies and procedures.

Recruitment & Onboarding Support

• Assist the recruitment team with administrative tasks related to hiring.
• Coordinate interview schedules and candidate documentation.
• Prepare onboarding materials and organize new employee orientation processes.

Office Administration / Back-Office Support

• Support general administrative operations including document management and internal coordination.
• Assist with office management tasks such as vendor coordination, office supplies, and internal logistics.
• Provide support for internal HR projects and operational initiatives.

Key Performance Indicators (KPIs)

• Accuracy of HR records and documentation
• Timely completion of administrative tasks
• Payroll and documentation accuracy
• Employee satisfaction with HR support
• Compliance with HR processes and policies