HR Generalist

Responsibilities

Recruitment

• Coordinate the end-to-end recruitment process, including senior roles, for positions based in Japan.
• Partner with hiring managers to define recruitment strategies, post job adverts, screen candidates, organize and conduct interviews, and provide feedback to candidates and agencies.
• Manage relationships with recruitment agencies, ensuring proper documentation and candidate ownership tracking.
• Ensure timely completion of recruitment and onboarding tasks in the internal HR system.

Operations & Administration

• Prepare and send onboarding materials, collect pre-hire information, and draft employment contracts.
• Coordinate background checks and reference verifications where required.
• Liaise with IT and other departments to ensure readiness for new joiners.
• Maintain personnel files and ensure timely and accurate data entry in HR systems.
• Support the onboarding and induction program, including delivering induction sessions onsite.
• Assist HRBPs with offboarding processes, including documentation, system removal, and final settlements.
• Support HRBPs with data audits, reporting, and formal meetings (e.g., note-taking).
• Administer company benefits, manage provider communications, and handle employee inquiries.
• Produce HR reports and data analysis as required.
• Support and coordinate HR projects as requested by the HRBP.
• Ensure accuracy, completeness, and timeliness of employee data in the HRIS (Workday).
• Support payroll processes by validating HR inputs, employee data changes, and final settlement information.
• Assist with offboarding processes including final payments, system access removal, and documentation in compliance with local requirements.

Governance & Process Improvement

• Ensure compliance with internal HR policies and procedures, including disciplinary, grievance, and termination processes.
• Support audit readiness by maintaining accurate records and following established HR controls.
• Proactively identify, propose, and implement improvements to HR administrative and operational processes to increase efficiency, data quality, and employee experience.
• Handle all HR information with strict confidentiality, professionalism, and integrity.

HRIS (Workday)

• Ensure accurate and timely data entry in Workday.
• Liaise with the HRIS team for support and process improvements.
• Maintain up-to-date knowledge of Workday functionalities and contribute suggestions for process optimization.
• Act as the local point of contact for Workday data integrity and operational improvements, liaising with the HRIS team as needed.

Collaboration with Group HR

• Build strong working relationships with Group HR colleagues to ensure consistency and knowledge sharing.
• Maintain up-to-date understanding of global HR policies, processes, and documentation.

Additional: Division of work in percentage (please note that this is subject to change depending on business):

• Recruitment & Onboarding – 30%
• HR Administration – 60%
• Others – 10%

Main KPI’s

• Timely and accurate completion of recruitment and onboarding processes.
• Compliance with HR data quality standards and process timelines.
• High quality of employee support and responsiveness to HR inquiries.
• Effective administration and follow-up on HR tickets.
• Timely and compliant payroll and offboarding support.

Competencies

• Strong ownership and accountability for deliverables.
• High attention to detail and accuracy.
• Excellent communication and interpersonal skills.
• Professional, approachable, and service-oriented attitude.
• Proactive in problem-solving and continuous improvement.
• Confidentiality, integrity, and discretion in handling sensitive information.

Skills

• Excellent organizational and time management skills.
• Proficiency in MS Word, Excel, and PowerPoint.
• Previous experience with Workday or similar HRIS systems is a strong advantage.
• Strong written and verbal communication skills.
• Business-level proficiency in Japanese and English; additional languages are a plus.

Qualifications and education requirements

• 3-5 years HR experience, specifically in recruitment, payroll support and HR Projects
• Experience within a multinational company or Shared Service Centre is a strong advantage.
• Bachelor’s degree or higher in HR or related fields, or equivalent