HR Coordinator

Keyloop bridges the gap between dealers, manufacturers, technology suppliers and car buyers. We empower car dealers and manufacturers to fully embrace digital transformation. How? By creating innovative technology that makes selling cars better for our customers, and buying and owning cars better for theirs.   We use cutting-edge technology to link our clients’ systems, departments and sites. We provide an open technology platform that’s shaping the industry for the future. We use data to help clients become more efficient, increase profitability and give more customers an amazing experience. Want to be part of it?    
   

Duties and Responsibilities:

• Employee Lifecycle Administration

  2. Support onboarding activities, including preparing documentation, system setup, and coordinating induction schedules
  3. Process offboarding tasks such as exit documentation, systems termination, and final checks
  4. Maintain accurate and up-to-date employee records across HR systems and shared drives

  HR Data Management & Reporting

  2. Input, update, and audit data in HRIS and related systems to ensure accuracy and compliance.
  3. Support HR audits by providing required documentation and data.

  Employee Support & Ticket Handling

  2. Serve as a first point of contact for employees regarding HR policies, processes, and self-service guidance.
  3. Manage and resolve HR queries within SLA through the ticketing system
  4. Escalate complex cases to HRC Team Leads, HR Managers or HRBPs as appropriate.

  Documentation & Compliance

  2. Draft employment letters, contract variations, and standard HR documents with accuracy and consistency.
  3. Support compliance with local labor laws, internal policies, and data privacy requirements.
  4. Ensure proper document storage, version control, and audit readiness.

  Payroll & Benefits Administration Support

  2. Prepare and validate monthly payroll change inputs (new hires, leavers, salary changes, allowances).

  Assist employees with benefits enrollment and benefits-related 

  2. queries.
  3. Partner with payroll, vendors, HR Managers and benefits teams to ensure timely, error-free processing.
  4. Assist HR Manager and Compensation and Benefits team during the renewal period, when applicable.

  Process Support & Continuous Improvement

  2. Identify efficiency opportunities and suggest improvements to workflows or documentation.
  3. Participate in small/medium-scale projects or process rollouts led by the HR Operations team.
  4. Support HR Operations or cross-functional projects, such as system enhancements, policy rollouts, or process harmonisation.
  5. Identify improvement opportunities, propose solutions, and help implement workflow or documentation changes

  Cross-Functional Collaboration

  2. Work closely with HRBPs, HRMs, Talent Acquisition, Payroll, Finance, Compensation & Benefits and IT to ensure smooth employee operations.Coordinate with external vendors (e.g., background screening, benefits providers) when applicable.

Skills and Abilities:

Attention to detail

 Demonstrates strong accuracy and attention to detail across data entry, documentation, and HR administrative tasks. Consistently ensures that employee records, system updates, and HR documentation are complete, up to date, and compliant with internal standards and regulatory requirements. Handles sensitive information with a high level of confidentiality and precision, reducing errors and supporting reliable reporting and decision-making. This accuracy contributes to smooth HR operations, timely issue resolution, and a positive employee experience.

Communication:

Demonstrates clear, professional written and verbal communication skills, enabling effective support for employees, vendors, and third-party teams. Communicates information accurately and thoughtfully, adapting style and tone to suit different audiences and situations. Ensures expectations, processes, and outcomes are clearly understood, helping to resolve queries efficiently and build strong, collaborative working relationships. This approach supports smooth operations and a consistently positive stakeholder experience.

Compliance and Risk Management

The role requires a solid understanding of regional labour laws and HR regulations to help ensure compliance across day-to-day HR activities. The HR Coordinator supports the identification of potential risks in employment practices and assists in mitigating them by following established policies, procedures, and guidelines. This includes working closely with HR colleagues and, when needed, legal or compliance teams, as well as maintaining accurate and organized documentation to support audits and uphold the organization’s standards.

Organisation & Time Management

Demonstrates strong organizational and time management skills, consistently able to prioritize routine tasks while balancing multiple responsibilities. Effectively manages deadlines and ensures work is completed within established service level agreements (SLAs), maintaining accuracy and quality even under pressure. Anticipates workflow demands, adapts to changing priorities, and proactively addresses potential delays, contributing to efficient operations and reliable support for employees, vendors, and internal teams.

Customer Service Mindset:

Approaches employee queries with empathy, patience, and reliability, ensuring that each concern is heard, understood, and addressed thoughtfully. Listens actively to employees’ needs, asks clarifying questions when necessary, and provides accurate, timely guidance or solutions. Maintains a calm and professional demeanour, even in complex or sensitive situations, fostering trust and confidence. This approach not only resolves issues effectively but also strengthens employee engagement and promotes a supportive workplace culture.

Collaboration

Collaborates effectively with HR colleagues, Payroll, Talent Acquisition, and cross-functional partners to ensure seamless and efficient operations. Builds strong working relationships across teams, sharing information clearly, coordinating efforts, and aligning on priorities to achieve common goals. Proactively communicates updates, identifies potential issues, and supports colleagues with guidance and problem-solving, fostering a collaborative environment. This teamwork ensures timely and accurate HR processes, smooth cross-departmental workflows, and a consistent, positive experience for employees and stakeholders alike.

Confidentiality & Integrity

Handles sensitive information with the utmost responsibility, ensuring strict adherence to data privacy regulations, internal policies, and confidentiality standards. Carefully manages employee records, HR documentation, and system data, minimizing the risk of errors or unauthorized access. Maintains discretion in all communications and decision-making, safeguarding personal and organizational information. This careful and compliant approach not only protects the organization from potential risks but also fosters trust and confidence among employees, vendors, and stakeholders.

Adaptability & Resilience

Quickly adjusts to changing priorities, evolving systems, and new processes while maintaining high-quality execution. Responds flexibly to shifting demands, learns new tools and procedures efficiently, and applies them effectively in daily tasks. Balances attention to detail with the need for speed, ensuring consistent, reliable outputs even in dynamic or high-pressure environments.

Why join us? We’re on a journey to become market leaders in our space – and with that comes some incredible opportunities. Collaborate and learn from industry experts from all over the globe. Work with game-changing products and services. Get the training and support you need to try new things, adapt to quick changes and explore different paths. Join Keyloop and progress your career, your way.   An inclusive environment to thrive We’re committed to fostering an inclusive work environment. One that respects all dimensions of diversity.  We promote an inclusive culture within our business, and we celebrate different employees and lifestyles – not just on key days, but every day.   Be rewarded for your efforts We believe people should be paid based on their performance so our pay and benefits reflect this and are designed to attract the very best talent. We encourage everyone in our organisation to explore opportunities which enable them to grow their career through investment in their development but equally by working in a culture which fosters support and unbridled collaboration.   Keyloop doesn’t require academic qualifications for this position. We select based on experience and potential, not credentials.   We are also an equal opportunity employer committed to building a diverse and inclusive workforce.  We value diversity and encourage candidates of all backgrounds to apply.   "At Keyloop, AI is a daily ally: We encourage and train every employee to use our AI tools to boost their creativity and productivity."