Hybrid HR Admin Specialist – Fixed-Term Maternity Cover

at EveryMatrix

• Job title: HR Admin Specialist – Fixed-Term Maternity Cover
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, Bucharest, Romania

About the role

• HR Admin Specialist overseeing HR compliance, documentation, and employee inquiries in Bucharest. Supporting labor legislation and managing personnel records in a hybrid work environment.

Responsibilities

• Act as a point of contact for HR-Admin related questions from colleagues and external partners;
• Ensure that the HR department supports employees while complying with labor legislation;
• Prepare HR documents (employment contracts, job descriptions, addendums, termination documents, for EveryMatrix offices, in accordance with local labor legislation specifications and provide assistance to our colleagues in understanding their content and legal context);
• Organize and maintain personnel records (ensure that all contracts, job descriptions, addendums, employee documents are updated in real time and stored in the appropriate spaces);
• Update the SAL platform with personal data, hiring, terminations, changes in position, location or salary in real time and in accordance with local legislation, in order to report to labor authorities in a timely manner;
• Provide assistance to team members during internal and external audits, when necessary (e.g. scanned employment documents);
• Assist HR colleagues on ad-hoc projects when necessary;
• Manage immigrant hiring processes / extensions of residence permits for foreign employees and maintain ongoing contact with immigration service providers;
• Respond to all employee inquiries regarding HR issues in a timely manner;
• Assist payroll by providing relevant employee information;
• Issue any type of certificate or endorsement requested by employees;
• Updating the database with personnel information, managing individual employee files;
• Maintains the relationship with the medical service provider regarding occupational health services and medical subscriptions;
• Maintains the relationship with the medical service provider for the mandatory annual medical check-up - is responsible for ensuring that all employees comply with this requirement;
• Maintains the relationship with the Occupational Health and Safety service provider, ensures that each employee has a risk sheet with which to present themselves for the occupational health check-up and that periodic training is carried out;
• Receives, verifies and archives medical certificates;
• Enters and transmits personal data/changes in the electronic personnel registry Reges Online (Enters/transmits new employees, changes that have occurred, terminations of activity, etc.)

Requirements

• Bachelor's degree in Economics or related field (preferred)
• Certified Human Resources Inspector (or equivalent certification)
• 3+ years of experience in an administrative role in HR
• Solid understanding of labor laws and HR best practices
• Proficiency in MS Office (Word, Excel)
• Fluent in English, both written and verbal
• Strong planning, organization, and prioritization skills
• Ability to work independently and collaboratively across teams
• Customer-oriented mindset with a willingness to support others
• Proactive and adaptable
• Excellent communication and interpersonal skills
• High level of integrity, attention to detail, and accountability
• Able to manage a dynamic workload and adjust to changing business requirements

Benefits

• Start with 22 days of annual leave, with 2 additional days added each year, up to 32 days by your fifth year with us.
• Stay Healthy: 10 sick leave days per year, no doctor's note required.
• Hybrid work schedule : 60% work from the office and 40% work from home per quarter (during your first 3 months, you'll be in the office full-time)
• Our office perks include parking, on-site massages, and frequent team-building activities in various locations.
• Daily catered lunch or monthly lunch allowance.
• Private Medical Subscription.
• Access online learning platforms like Udemy for Business and LinkedIn Learning, and a budget for external training.