Employee Experience Coordinator

Who is HelloKindred?

HelloKindred are specialists in staffing marketing, creative and technology roles, offering a range of talent solutions that can be delivered on-site, remotely or hybrid.

Our vision is to make work accessible and people’s lives better. We do this by disrupting traditional employment barriers – connecting ambitious talent to flexible opportunities with trusted brands.

Job Description

Anticipated Contract End Date/Length: Permanent

Work Set Up: Fully Remote

We are looking for an Employee Experience Coordinator to support the full employee lifecycle across multiple global regions, ensuring a seamless and positive experience from onboarding through offboarding. This role is responsible for managing onboarding administration, maintaining employee records, supporting HR operations, coordinating cross-functional processes, and ensuring employment documentation remains accurate, compliant, and up to date. Working closely with People Operations, Talent Acquisition, Staffing Managers, Payroll, Finance, and employees, the Employee Experience Coordinator plays a key role in delivering an efficient, people-focused employee experience.

Responsibilities:

• Manage end-to-end onboarding processes for employees across multiple global locations.
• Prepare offer letters and employment documentation in accordance with local legal requirements.
• Assemble, distribute, and track offer packages and supporting employment documents.
• Verify receipt of signed offers, agreements, and restrictive covenants.
• Accurately enter and maintain confidential employee information within HR systems.
• Coordinate onboarding activities with People Operations, Talent Acquisition, Staffing Managers, Payroll, Finance, and other stakeholders.
• Facilitate employee setup activities, including payroll, benefits, training, and related onboarding requirements.
• Maintain employee records and ensure changes are reflected accurately and promptly within HR platforms.
• Design, manage, and enhance onboarding journeys within employee experience platforms.
• Coordinate and distribute welcome gifts to new employees.
• Provide HR administrative support throughout the employee lifecycle, including onboarding, employee development, policy implementation, and offboarding activities.
• Communicate bill rate and pay rate changes to relevant stakeholders and update systems accordingly.
• Process program extensions and ensure employment contracts remain current and compliant.
• Manage the preparation, completion, distribution, collection, and filing of contractual documents and client exhibits.
• Maintain HR databases and ensure a high level of data accuracy and integrity.
• Research and monitor employment and recruitment legislation across relevant jurisdictions.
• Support compliance with applicable privacy and employment regulations, including POPIA and GDPR.
• Assist with operational requirements affecting employees and associates globally.
• Generate standard reports and support training administration activities.
• Maintain employee files and employment documentation.
• Respond to employee inquiries in a professional, timely, and helpful manner.
• Organize and maintain agendas for recurring staffing and operational meetings.
• Conduct employment verification requests through calls, letters, and written confirmations.
• Prepare and issue employment-related administrative and travel letters as required.
• Identify opportunities to improve employee experience and HR operational processes.
• Handle sensitive employee information with the highest level of confidentiality.

Qualifications

• Experience supporting employee lifecycle administration, onboarding, and HR operations.
• Experience coordinating onboarding activities across multiple stakeholders and functions.
• Knowledge of employment documentation, contract administration, and employee record management.
• Familiarity with HRIS platforms and employee onboarding systems.
• Understanding of employment legislation, compliance requirements, and data privacy regulations, including POPIA and GDPR.
• Strong verbal communication skills with the ability to engage effectively across all organizational levels.
• Strong written communication skills with the ability to simplify complex information and provide clear guidance.
• Excellent organizational and time management skills with the ability to manage multiple priorities simultaneously.
• Demonstrated problem-solving skills and the ability to work through issues independently and logically.
• Sound judgment and decision-making abilities supported by facts and data.
• High attention to detail and commitment to accuracy.
• Ability to work effectively with individuals from diverse cultures, backgrounds, and geographies.
• Strong interpersonal skills with a high degree of empathy and professionalism.
• Proven ability to maintain confidentiality when handling sensitive employee and business information.
• Demonstrated accountability and ownership of assigned responsibilities.
• Adaptability and flexibility within a fast-paced, evolving environment.
• Continuous improvement mindset with the ability to identify and implement process enhancements.
• Commitment to delivering a high-quality employee experience.

Additional Information

Please submit a CV/resume (mandatory) along with your application.

All your information will be kept confidential according to EEO guidelines.

Candidates must be legally authorized to live and work in the country where the position is based, without requiring employer sponsorship.

HelloKindred is committed to fair, transparent, and inclusive hiring practices. We assess candidates based on skills, experience, and role-related requirements.

We appreciate your interest in this opportunity. While we review every application carefully, only candidates selected for an interview will be contacted.

HelloKindred is an equal opportunity employer. We welcome applicants of all backgrounds and do not discriminate on the basis of race, colour, religion, sex, gender identity or expression, sexual orientation, age, national origin, disability, veteran status, or any other protected characteristic under applicable law.