Human Resources Coordinator

About the Company :

Mercans is a Global HR, Payroll and SaaS Company. We offers a broad range of services that support businesses in streamlining their workforce management, end to end payroll processing and ensuring compliance across various international markets.

About the Role : The HR & Admin Coordinator plays a vital role in supporting the HR & Admin departments by facilitating various administrative tasks related to employee onboarding, offboarding, and personnel records management. Reporting to the HR Administrator, the HR Coordinator ensures that processes run smoothly and efficiently, contributing to a positive employee experience throughout the employment lifecycle. This role involves maintaining accurate employee records, preparing necessary documentation, and serving as a point of contact for HR-related inquiries. The ideal candidate will be detail-oriented, organized, and possess strong communication skills, making them an essential part of our HR team.

Must Haves :

• Experience: Minimum of 4 years in an HR Coordinator or HR Administrator role, with a total of 5-6 years in HR and office administration.
• Education: Bachelor's degree in HR, Business Administration, or a related field.
• HR Knowledge: Strong understanding of general HR principles, staffing trends, and employee relations.
• Technical Skills: Proficient in MS Office applications, particularly Excel and PowerPoint.
• Organizational Skills: Excellent organizational abilities with a knack for prioritizing tasks effectively.
• Communication Skills: Strong verbal and written communication skills, both over the phone and in person.
• Decision-Making: Sound judgment and decision-making skills in HR contexts.

Responsibilities:

HR Responsibilities:

• Employee Onboarding Management: Assist in the onboarding process for new hires by following a predefined onboarding procedure and checklist, including preparation of employment contracts, orientation schedules, and necessary documentation. Ensure a smooth transition for new hires by coordinating with relevant departments (IT, Recruitment, etc.).
• Employee Offboarding Management: Handle all offboarding procedures by following the predefined offboarding procedure and checklist, including planning exit interviews, final documentation, and coordination of benefits. Ensure compliance with company policies and a respectful transition for departing employees.
• Personnel Record Management: Organize and maintain employee records using Mesaar (Applicant Tracking System), Monday boards, and HR Blizz. Ensure that all employee records are synchronized and up to date.
• Database Updates: Regularly update and organize internal databases, including designated Monday Boards, HR Blizz, Mesaar, and the Global HR Shared Drive.
• Reporting: Assist in generating reports on HR metrics, such as turnover rates and onboarding statistics.
• Employee Communication: Serve as a point of contact for employees regarding HR queries related to onboarding, offboarding, and general HR policies using Mercans' internal ticketing tool.
• Payroll Support: Provide accurate timely payroll input to the Finance department, including employee attendance and leave records.
• Recruitment Support: Assist in recruitment activities as needed.

Administrative Responsibilities:

• In-Country Experts – Payment Management: Validate service deliverables, obtain approvals, and coordinate payments with Finance. Maintain and manage Monday boards to track tasks, approvals, and progress.
• External Service Providers Management: Maintain a database of approved suppliers and service providers, oversee procurement activities including quotations, evaluations, contracts/agreements preparation, and contract renewals, coordinate validation of deliverables and service quality, ensure timely invoice processing and payment approvals with Finance, and build strong supplier relationships to support operational efficiency.
• Document & Records Management: Manage company documents and records in line with established guidelines, ensuring compliance with company policies, version control, and SOP issuance procedures.
• Meeting Coordination: Schedule and prepare meetings, manage agendas, record meeting minutes, and ensure timely distribution and follow-up on agreed actions.
• Audit & Compliance Management: Ensure all administrative records and processes comply with company policies and regulatory requirements; prepare and maintain documentation for audit readiness; coordinate and support both internal and external audits related to administrative activities, and implement corrective actions as required.
• Client Agreement Management: Maintain client agreements, monitor renewal timelines, track compliance, and ensure proper documentation and approvals.