HR Assistant (Administrative)

Description: We’re looking for an Administrative & HR Assistant to support our team with essential operational and HR tasks. Remote-first, but you must be based in Ukraine due to occasional local errands (post office visits, sending equipment and branded kits, etc.). This role requires attention to detail, proactive communication, and a practical approach to daily operations.

Key Responsibilities:

• Support onboarding and offboarding processes: create chats, send templates, track signed documents, schedule welcome call, manage equipment delivery and returns.
• Maintain and update employee records in HR CRM (PeopleForce) and communication platform (Telegram): fill profiles, assign equipment, upload signed documents (via Google Docs mostly), maintain team chats, and update emergency contact info and pet details.
• Publish announcements and reminders on social channels: birthdays, work anniversaries, contests, English Club sessions, team events, and official holidays.
• Source and manage branded gifts inventory: research new vendors and gift ideas, place orders, track stock and deliveries.
• Handle and manage logistic shipments: sending gifts, tech equipment, welcome packages and other
• Liaise with finance, insurance brokers, and other departments: provide necessary employee info for contracts, NDAs, PE registration, insurance enrollments, and removals; assist with post-probation insurance communication (add to insurance or tell fin department about its compensation and send a gift).
• Assist with company budgeting and payments: track monthly expenses, process payments for subscriptions, contractors, and office-related costs.
• Coordinate equipment repairs: receive requests, work with vendors, arrange temporary replacements, track returns and payments. Ensure repair details and history are recorded in the HR CRM system.
• Research and maintain official holiday calendars by country: collect and structure up-to-date public holidays for the year, confirm lists with the Head of Talents, and notify clients accordingly in their calendars. Also, forward employee vacation or temporary relocation (VacationCycle) requests to the Head of Talents.
• Coordinate payroll invoice confirmation: distribute invoice drafts to employees, collect confirmations, compile the final list for fin department, and resolve discrepancies with Accounting or Head of Talents before final submission.

Required experience:

• At least six months of experience working in a commercial environment
• Bachelor or Master’s degree
• Good communication and organizational skills
• Basic computer skills (MS Office)
• Positive attitude and teamwork spirit
• English — Upper-Intermediate