Human Resources Specialist

Essential Job Duties and Responsibilities: At International SOS, we are in the business of protecting and saving lives. For 40 years, we have delivered customised security risk management, health, and wellbeing solutions to organisations worldwide. With a presence in 90 countries and a team of nearly 13,000 experts, we provide 24/7 support to help organisations fulfil their Duty of Care responsibilities. The HR Specialist serves as a key member of the Human Resources team and is responsible for delivering day-to-day HR operations, employee lifecycle administration, HR systems management, compliance activities, workforce reporting, and employee experience initiatives. This role serves as the primary owner of New Hire Induction and onboarding activities, ensuring employees receive a positive and consistent introduction to the organization while supporting HR programs throughout the employee lifecycle. The HR Specialist partners closely with employees, managers, Talent Acquisition, Payroll, Benefits and Compensation, Learning and Development, HR Shared Services, and other HR Centers of Excellence to provide accurate, responsive, and customer HR Operations & Employee Lifecycle • Coordinate HR processes throughout the employee lifecycle, including onboarding, employee changes, promotions, transfers, leaves of absence, and separations. • Maintain accurate and confidential employee records and HR documentation. • Process and monitor employee transactions within HR systems. • Partner with Payroll, HR Shared Services, and other departments to ensure employee changes are processed accurately and timely. • Prepare employment-related correspondence and HR documentation. • Maintain documentation in accordance with company retention and confidentiality requirements. • Support contractor setup, maintenance, and offboarding activities. • Identify opportunities to improve HR processes and employee service delivery. New Hire Induction & Onboarding • Serve as the primary owner and facilitator of New Hire Induction. • Coordinate and deliver onboarding activities for newly hired employees. • Present orientation information related to company culture, policies, benefits, and available resources. • Ensure completion of required employment documentation and onboarding requirements. • Partner with hiring managers, IT, Facilities, Security, Payroll, and operational teams to ensure onboarding readiness. • Track onboarding metrics and identify opportunities to improve employee assimilation and engagement. Recruiting & Staffing Support • Partner with Talent Acquisition and hiring managers to support recruiting activities. • Coordinate interview scheduling and candidate logistics. • Support background screenings, pre-employment activities, and employment eligibility documentation. • Prepare offer and onboarding documentation as appropriate. • Support hiring managers throughout the onboarding process. Employee Relations & Manager Support • Serve as a first point of contact for employees and managers regarding routine HR questions, policies, procedures, and workplace concerns. • Provide guidance regarding routine employee relations and performance matters. • Assist with coaching documentation, attendance concerns, performance discussions, and corrective action processes. • Conduct fact-finding and support investigations under the direction of the HR Business Partner or HR Director. • Maintain confidential employee relations documentation. • Escalate complex employee relations matters to the HR Business Partner or HR Director. • Promote consistent application of company policies and HR practices. HRIS, Reporting & Workforce Analytics • Maintain accurate employee data within HR systems including SuccessFactors and related systems. • Prepare recurring HR reports and dashboards. • Track and analyze workforce metrics including headcount, turnover, vacancies, onboarding activity, and staffing trends. • Conduct periodic HRIS and personnel file audits. • Support annual performance review and compensation administration processes. • Track completion of required HR activities, training, and compliance requirements. Compliance & Policy Administration • Support compliance with federal, state, and local employment requirements and company HR policies. • Assist with administration and documentation related to EEO, FMLA, ADA, and other employment-related requirements. • Maintain documentation supporting internal and external audits. • Assist with policy reviews and handbook updates. • Support communication and application of HR policies and procedures. • Escalate complex compliance matters appropriately. Employee Experience & Engagement • Support employee engagement, recognition, and retention initiatives. • Coordinate employee programs, events, and HR communications. • Assist with employee appreciation activities and service recognition programs. • Build positive working relationships with employees and leaders. • Support initiatives related to culture, engagement, and organizational effectiveness. Process Documentation & Continuous Improvement • Develop and maintain HR process documentation, workflows, templates, and standard operating procedures. • Identify opportunities to improve consistency, efficiency, and effectiveness of HR operations. • Participate in HR projects and continuous improvement initiatives. • Support implementation of new HR systems, programs, and process enhancements. Required Skills and Knowledge • Working knowledge of Human Resources practices and employment regulations. • Understanding of employee relations principles and HR documentation. • Experience working with HRIS systems; SuccessFactors experience preferred. • Proficiency with Microsoft 365, particularly Excel, Word, PowerPoint, Outlook and Teams. • Strong organizational and time-management skills. • Ability to manage multiple priorities in a fast-paced environment. • Strong written and verbal communication skills. • Ability to handle confidential and sensitive information appropriately. • Strong attention to detail and commitment to data accuracy. • Ability to analyze HR information and identify trends or potential issues. • Strong customer-service mindset and ability to work effectively with employees at all levels. • Ability to exercise sound judgment and recognize when matters require escalation. Required Competencies HR Partnership • Builds credible relationships with employees, managers and HR partners and provides responsive, practical HR support. Judgment & Confidentiality • Exercises discretion when handling employee information and recognizes matters requiring additional HR or leadership involvement. Employee Focus • Provides professional, responsive and solutions-oriented HR experience. Planning & Organization • Effectively manages multiple priorities, meets deadlines and follows through on commitments. Communication • Communicates HR information clearly and professionally and adapts messaging appropriately for employees and managers. Adaptability • Works effectively in a changing environment and adjusts priorities as business needs evolve. Ownership & Accountability • Takes responsibility for assigned HR processes and follows issues through resolution. Continuous Improvement • Looks for opportunities to simplify processes, improve HR service delivery and strengthen the employee experience. Required Work Experience • 2-5 years of progressive Human Resources experience, preferably in an HR Coordinator, HR Specialist, HR Generalist or similar role. • Experience supporting multiple stages of the employee lifecycle. • Experience with HRIS data management and employee records. • Experience supporting employee relations, performance management and/or workplace investigations preferred. • Experience working directly with employees and managers. • Experience in a fast-paced, multi-site, government contracting, healthcare or similarly regulated environment is preferred but not required. Required Qualifications • Bachelor’s degree in Human Resources, Business Administration or a related discipline preferred, or equivalent combination of education and relevant HR experience. • SHRM-CP, PHR or similar HR certification preferred but not required. • Ability to obtain and maintain any position-of-trust requirements applicable to the role. Required Languages • English fluency required, written and verbal. • Spanish language proficiency is a plus. Travel / Rotation Requirements • Occasional travel may be required based on business needs. • Must be able to maintain confidentiality of employee and business information. Work Arrangement • Full-time hybrid (3 days in office and 2 days working remotely) position based in San Antonio, Texas. • This position is designated as a hybrid role. Employees are generally required to work onsite at their assigned Company location a minimum of three (3) days per workweek and may work remotely up to two (2) days per workweek, subject to management approval, business needs, and compliance with Company policies. Regular, reliable onsite attendance is an essential function of this position. This position is performed in support of a U.S. Government contract with facility access, security, and onsite requirements established by the contracting agency. These requirements are contractual obligations that the Company cannot unilaterally waive or modify. Onsite workdays, scheduling expectations, and remote work eligibility may be modified by the Company at any time based on business, operational, legal, customer, performance, staffing, or organizational needs. Please note that International SOS is unable to provide visa sponsorship or employment-based immigration assistance for this position. To be considered, candidates must be authorized to work in the country of employment without requiring current or future sponsorship, including but not limited to H-1B, TN, or STEM OPT sponsorship.