Human Resources Shared Services Coordinator

Overview

This role is responsible for supporting the transformation initiatives within HR Shared Services by coordinating projects, documenting processes, and facilitating digital enablement efforts.

Key Responsibilities

• Maintain and update project trackers, issue logs, action items, and milestone reports related to PROX transformation efforts.
• Arrange and coordinate meetings, document key decisions, and ensure follow-ups with relevant stakeholders.
• Assist in preparing leadership briefings, project dashboards, and presentation materials.
• Document current and future state workflows for GPSS, creating and updating SOPs, process maps, RACI charts, FAQs, checklists, and work instructions.
• Ensure documentation clarity, consistency, accessibility, and readiness for automation or AI integration.
• Collect, organize, and analyze operational data such as case volumes, cycle times, service trends, and adoption metrics to support decision-making.
• Maintain various dashboards, trackers, benefit logs, process inventories, and reporting templates.
• Provide support in digital transformation initiatives including AI, automation, chatbots, workflow digitization, and self-service solutions.
• Assist in preparing requirements, test scripts, user acceptance testing trackers, issue logs, and pilot feedback related to automation projects.
• Monitor preparedness, adoption activities, and open issues during transformation stabilization.
• Support change management efforts by drafting communications, user guides, training materials, FAQs, and updating knowledge bases.
• Track stakeholder readiness, training completion, feedback, and adoption progress.
• Maintain change and communication logs, calendars, and readiness checklists.
• Coordinate workshops, stakeholder interviews, discovery sessions, and process walkthroughs to facilitate transformation activities.
• Provide administrative support to keep transformation projects progressing smoothly, including timely escalation of delays, data gaps, or documentation risks.

Skills and Experience

• Diploma or bachelor's degree in Human Resources, Business Administration, Operations, Data Analytics, Information Systems, or a related discipline.
• 2 to 5 years of experience in HR operations, shared services, project coordination, process documentation, or related business support functions. Fresh graduates with AI or automation project experience are also considered.
• Strong organizational, coordination, follow-up, documentation, and time management capabilities.
• Proficient in Microsoft Word, Excel, PowerPoint, SharePoint, Teams, and project tracking tools.
• High attention to detail with basic analytical skills and ability to synthesize information effectively.
• Professional demeanor with discretion and the capability to collaborate with global teams across multiple time zones.

Preferred Qualifications

• Experience in HR shared services, employee services, global business services, PMO, or transformation support roles.
• Familiarity with tools such as ServiceNow, Workday, Power BI, Power Automate, Microsoft Copilot, and SharePoint lists.
• Knowledge of SOP development, process mapping, dashboards, user acceptance testing support, workshops, and change readiness tasks.