HYBRID IN BURLINGTON, MA OFFICE (remote candidates not considered)Position Overview: PharmaEssentia is seeking an HR Operations Specialist to support HR Operations and Talent Acquisition Operations across the employee and candidate lifecycle. The role maintains accurate HR and recruiting data, supports HR systems and workflows, coordinates onboarding and offboarding, and drives consistent, efficient operational processes.
The ideal candidate is detail-oriented, systems-savvy, and comfortable working across HRIS, payroll, applicant tracking, reporting, and collaboration platforms, including SuccessFactors, Anaplan, ADP, JazzHR or similar systems, SharePoint, and Microsoft Office tools.
Key Responsibilities:HR Operations and HRIS Administration- Maintain accurate employee records and process lifecycle changes across HR systems, including hires, transfers, promotions, compensation updates, status changes, and terminations.
- Conduct HR data audits and support compliance activities, including document retention, I-9 tracking, audit preparation, data integrity reviews, and organized recordkeeping.
- Generate recurring and ad hoc reports, dashboards, and operational summaries; support HR system testing, upgrades, integrations, and workflow improvements.
- Partner with Payroll, IT, Finance/AP, managers, and HR colleagues to resolve data discrepancies, workflow issues, and process gaps.
- Create and maintain standard operating procedures, checklists, templates, trackers, and workflow documentation; identify opportunities to streamline HR Operations, Talent Acquisition Operations, onboarding/offboarding, reporting, and vendor processes.
Talent Acquisition Operations and Recruiting Coordination- Post approved openings and maintain accurate requisition, candidate, interview, feedback, and recruiting documentation in JazzHR or other designated systems.
- Coordinate interviews after recruiter screens, including candidate communication, calendar logistics, changes, day-of support, feedback collection, references, candidate travel, and offer approval tracking.
- Maintain recruiting files, SharePoint materials, templates, and trackers to support a consistent and organized hiring process.
Onboarding and Offboarding- Coordinate end-to-end onboarding and offboarding, including documentation, background checks, system access, workflow tasks, cross-functional handoffs, and required records.
- Create onboarding tickets, schedules, and communications and coordinate new hire logistics, including onboarding meetings, Burlington Day 1 activities, internal announcements, and welcome items, in partnership with IT, Benefits, Payroll, HR, and hiring managers.
Vendor, Procurement, and Administrative Support- Support recruiting agency contracts, vendor agreements, procurement requests, purchase orders, invoice tracking, and payment follow-up in coordination with Legal, Finance/AP, HR, Talent Acquisition, and external vendors.
- Provide administrative and coordination support to HR Operations and Talent Acquisition while maintaining accurate, organized HR, recruiting, onboarding, vendor, and process documentation.
Qualifications:- Bachelor's degree in Human Resources, Business Administration, or a related field preferred, or equivalent experience.
- 3+ years of experience in HR operations, HRIS, HR administration, recruiting operations, talent acquisition coordination, onboarding, or a related area.
- Experience with HR systems such as SuccessFactors, Anaplan, ADP, or similar platforms; ATS experience such as JazzHR, Greenhouse, Workday Recruiting, or SuccessFactors Recruiting preferred.
- Advanced Microsoft Excel skills and experience with reports, trackers, dashboards, and confidential information.
- Strong analytical, organizational, communication, and problem-solving skills, with high attention to detail and the ability to manage multiple priorities and stakeholders in a fast-paced environment.
- Experience supporting multi-state, complex, pharmaceutical, biotechnology, life sciences, or healthcare organizations preferred.
Core Competencies: HRIS and HR data management • Recruiting operations and ATS support • Employee lifecycle coordination • Reporting and operational tracking • Process improvement and systems optimization • Vendor/procurement coordination • Discretion and follow-through
The expected salary range for this position based on greater Boston, MA location is $93,840-122,400. Actual salary pay will be based on multiple factors, including geographic location, experience, qualifications, and other job-related factors permitted by law.
Benefits of working with our team:PharmaEssentia USA strives every day to improve the lives of patients as well as our employees. As a valued member of PharmaEssentia USA, you will enjoy the following benefits:
- Comprehensive medical coverage
- Dental and vision coverage
- Generous paid time-off
- 401(k) retirement plan with competitive company match
- Medical & Dependent Care Flexible Spending Account
- Up to $150 monthly cell phone reimbursement
- Employee Assistance Program
