[Hiring] Administrative Coordinating Specialist @Centric Software

Role Description

We are seeking experienced HR Shared Services Specialists to support our global People & Culture organization. We are hiring one individual based in the United States and one individual based in Europe.

This role is responsible for providing high-quality, accurate, and timely HR administrative and operational support throughout the employee lifecycle. A significant focus of the position will be the preparation, review, and administration of employment-related letters, agreements, and employee correspondence.

The ideal candidate will have 5–7 years of Human Resources experience, preferably within an HR Shared Services, HR Operations, People Operations, or HR administration environment, and will be highly experienced in preparing employee documentation and managing HR transactions.

This individual must be comfortable working in a fast-paced, global environment where accuracy, confidentiality, attention to detail, and timely execution are essential.

Key Responsibilities

• Provide day-to-day HR Shared Services and HR Operations support to employees, managers, HR Business Partners, and other People & Culture team members.
• Prepare, review, and process a wide variety of employee letters, agreements, and HR correspondence.
• Ensure HR documentation is accurate, professionally written, appropriately approved, and issued within required timelines.
• Coordinate necessary approvals and signatures for employment-related documentation.
• Maintain accurate employee records and ensure completed documents are appropriately stored in the HR system.
• Process employee lifecycle transactions and changes within Workday.
• Respond to employee and manager questions regarding HR documentation, processes, policies, and employee records.
• Partner closely with HR Business Partners, Talent Acquisition, Payroll, Benefits, Legal, and other internal teams.
• Maintain templates and standardized HR correspondence while ensuring documents reflect current company policies and applicable local requirements.
• Track outstanding documents, signatures, approvals, and employee actions and follow up as necessary.
• Support HR audits by ensuring employee documentation and records are complete, accurate, and easily retrievable.
• Assist with data validation, reporting, document management, and other HR Shared Services activities.
• Identify opportunities to improve, standardize, and streamline HR administrative processes.
• Maintain strict confidentiality of employee and company information.

HR Letters and Correspondence

A key responsibility of this role will be preparing and administering HR-related documentation. Examples may include:

• Offer letters
• Employment agreements and contracts
• Promotion letters
• Compensation change letters
• Salary adjustment letters
• Bonus or incentive letters
• Job title change letters
• Department or reporting-line change letters
• Transfer letters
• Internal mobility letters
• Location change letters
• Remote or hybrid work arrangement letters
• Employment status change letters
• Full-time/part-time change letters
• Working-hours change letters
• Probationary period letters
• Contract extension letters
• Fixed-term employment letters
• Leave of absence correspondence
• Return-to-work letters
• Employment verification letters
• Confirmation of employment letters
• Immigration or employment-support documentation, as applicable
• Policy acknowledgment communications
• Performance-related correspondence, in partnership with HRBPs
• Separation and termination documentation
• Resignation acknowledgment letters
• End-of-contract letters
• Other employee lifecycle correspondence and HR documentation as required

Qualifications

• 5–7 years of Human Resources experience, preferably within HR Shared Services, HR Operations, People Operations, or a similar HR administrative function.
• Previous experience working within an HR department or HR Shared Services organization is required.
• Demonstrated experience preparing and administering employment letters, agreements, employee correspondence, and other HR documentation.
• Strong understanding of the employee lifecycle, including hiring, onboarding, employee changes, leaves, transfers, and separations.
• Hands-on Workday experience is strongly preferred, including employee data maintenance and HR lifecycle transactions.
• Strong attention to detail with demonstrated ability to produce accurate, professional HR documentation.
• Excellent written and verbal communication skills.
• Ability to manage a high volume of requests and competing priorities while meeting deadlines.
• Experience handling confidential and sensitive employee information.
• Strong organizational, follow-up, and documentation skills.
• Ability to work independently while collaborating effectively within a global HR organization.
• Experience supporting employees and managers across multiple locations is preferred.
• Strong customer-service orientation and ability to provide responsive, professional HR support.

Additional Qualifications – U.S.-Based Specialist - Remote

• Previous HR operational experience supporting employees within the United States.
• Familiarity with U.S. employment documentation and employee lifecycle practices.
• Experience partnering with U.S. HR Business Partners, Payroll, Benefits, and Talent Acquisition teams.
• Experience preparing U.S. employment-related letters and employee correspondence.

Additional Qualifications – Europe-Based Specialist - Remote

• Previous HR operational experience supporting employees within Europe.
• Experience supporting employees across multiple European countries is strongly preferred.
• Familiarity with the importance of country-specific employment documentation and local HR requirements.
• Experience preparing employment-related letters, contracts, amendments, and other employee correspondence within a European HR environment.
• Ability to work effectively with local HR Business Partners, Payroll providers, Legal, and other regional partners.
• Fluency in English is required; additional European language skills are highly desirable.

Ideal Candidate

The ideal candidate is an experienced and highly organized HR professional who enjoys the operational side of Human Resources and takes pride in producing accurate, professional employee documentation.

This individual should be comfortable managing a significant volume of HR correspondence while maintaining a high degree of accuracy and confidentiality. They should understand that employment documentation is more than an administrative task—it is an important part of the employee experience, HR compliance, and maintaining accurate company records.

We are looking for someone who can take ownership of requests, follow them through to completion, recognize when additional HR or Legal guidance is required, and provide dependable support to employees, managers, and the broader People & Culture organization.

Centric Software provides equal employment opportunities to all qualified applicants without regard to race, sex, sexual orientation, gender identity, national origin, color, age, religion, protected veteran or disability status or genetic information.