Workforce Administration

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Job Title: Workforce Administration (WFA) Specialist - Spain/France

Job Level: P1 (P2 for select country combinations given complexity France/Spain) 

Location: EMEA (low cost that has language skills)

Reports To: Regional WFA Lead

Employment Type: Full Time

Position Overview:
The Workforce Administration (WFA) team ensures consistent, effective, and compliant management of employee data, processes, and services throughout the employee lifecycle. This includes retaining and overseeing outsourced HR administration, owning related processes, and managing global data. All these efforts are designed to support employees, enable HR functions, and maintain global standards.

Within the WFA Team, the Workforce Administration Specialist, is a key contributor to our HR operations, focusing on the accurate and efficient management of employee data (local, physical file and documentation handling), local HR reporting, and benefits administration. This role is fundamental to ensuring our employee records are precise and that we meet all local governmental requirements. 

This position requires a foundational understanding of HR administrative processes and an attention to detail. It will primarily handle routine administrative tasks and inquiries, with a clear set of procedures to follow. While the role is focused on execution, the accuracy and efficiency directly contribute to our compliance and the overall employee experience. The WFA specialist will primarily interact with internal teams, including employees, managers, and our HR outsourcing partner. Strong communication and organizational skills are key to successfully managing these interactions and ensuring timely and accurate processing of data and documentation. This role does not involve managerial responsibilities.

Responsibilities:
 

Retained HR Administration:
 

• Maintain and organize local employee files and documents, ensuring accuracy, completeness, and adherence to company policies and data privacy regulations.

• Support the preparation and submission of required local HR government reports and data, ensuring compliance with all deadlines and regulatory requirements.

• As needed, assist the outsourced HR partner with the resolution of routine and some complex employee lifecycle event cases, providing necessary documentation or information from local records.

• In LATAM & MENAT, the job holder will also support the new hire process, initiating the hire in Workday or/and liaising with candidates to collect and provide to the outsourced HR Service Delivery vendor the required new hire and onboarding documents.

• Handle other administration activities that are retained in-house, such as I9 compliance or more complex employment related letter creation. 

• Ownership of local termination cases, as part of the new global offboarding process 

Benefits Administration Support (outside of NAM, UK&I, Poland):
 

• Support the administration of local benefits programs, including initial data entry for enrollments, changes, and terminations.

• Handle more complex benefits administration queries

• Help collect and organize documentation required for benefits administration.

• Support the recording of leave of absence information in HR systems in accordance with established processes.

The Ideal Candidate…

• Experience (2-4 years) in an HR administrative, data entry, or similar support role.

• Basic understanding of HR administrative processes and an eagerness to learn local HR regulations.

• Strong attention to detail and accuracy in data entry and record-keeping.

• Proficiency in G-Suite.

• Experience with HRIS systems (e.g., Workday) and case management tools (e.g.,ServiceNow)

• Good communication skills, both written and verbal, with a customer-service oriented approach.

• Ability to handle confidential information with discretion.

• Strong organizational skills and ability to manage time effectively.

• Ability to work both independently and as part of a team.

• English: Full professional proficiency is required. Local Language(s): Full professional proficiency in the primary language(s) spoken in the supported region is required.

• For Spain/France specialist- needs to be fluent in Spanish and French 

What We Offer
 

• Ability to work remote

• Competitive compensation and benefits package

• Total Rewards to support your career and wellbeing 

• Professional development and growth opportunities