Human Resources Specialist
Valextra is looking for an HR Specialist to join its Human Resources team, supporting the day-to-day management of HR operations and contributing to the development and implementation of HR processes, policies and projects. The role will report to the Global HR Director and is based in Milan.
The role will have a strong focus on HR administration, payroll coordination and employee data management, ensuring accuracy, compliance and efficiency across the employee lifecycle. The position will also contribute to recruitment and selection, onboarding, internal HR communication and oversee the general services activities.
Working closely with the HR team, employees, managers and external providers, the successful candidate will play a key role in ensuring smooth HR operations and supporting the continuous improvement and digitalisation of HR processes.
Key Responsibilities
1. HR Administration & Payroll Coordination
- Manage day-to-day HR administrative activities throughout the employee lifecycle, from hiring to termination.
- Act as the main point of contact for the external payroll provider, coordinating monthly payroll activities and ensuring the timely and accurate delivery of payroll inputs.
- Manage monthly attendance and time-tracking processes, including the review and closure of timesheets, overtime, absences, holidays, leave and other payroll-related variables.
- Collect, verify and transmit employee data and payroll information, supporting the review of payslips and the resolution of payroll discrepancies.
- Prepare, manage and maintain employment documentation, including employment contracts, amendments, letters, extensions, terminations and other HR communications.
- Maintain and update employee records,
personnel files and HR databases, ensuring data accuracy, confidentiality and compliance with applicable legislation and internal procedures.
- Support the administration of employee benefits, welfare initiatives, meal vouchers and other compensation-related processes.
- Liaise with external consultants, payroll providers and relevant internal stakeholders on HR administrative and employment-related matters.
- Monitor administrative deadlines and support compliance with applicable labour legislation, collective bargaining agreements and company policies.
2. HR Systems, Reporting & Internal Communication
- Maintain and update the company's HRIS and employee databases, ensuring the accuracy and consistency of employee information.
- Support the collection, consolidation and analysis of HR data, preparing periodic reports and management information on headcount, recruitment, turnover, absences and other HR KPIs.
- Manage and maintain the HR section of the company intranet, keeping organisational information, employee profiles, internal documents and HR content accurate and up to date.
- Support the development and implementation of digital HR tools and the continuous improvement of administrative workflows.
- Contribute to internal HR communications,
preparing and distributing employee announcements, HR updates and other corporate communications.
- Ensure the appropriate handling of confidential employee information in accordance with GDPR and company procedures.
3. Recruitment & Selection
- Support recruitment activities across corporate and retail functions, in collaboration with hiring managers and the HR team.
- Prepare and publish job advertisements across relevant recruitment channels.
- Screen CVs, conduct initial interviews and coordinate the selection process.
- Manage candidate communications, interview scheduling, feedback collection and recruitment documentation.
- Maintain candidate databases and recruitment trackers, monitoring the progress of open positions.
4. Onboarding & Employee Lifecycle
- Coordinate onboarding activities for new hires, ensuring a smooth and consistent candidate-to-employee transition.
- Prepare hiring documentation and coordinate the collection of the information required for employment and payroll purposes.
- Liaise with relevant departments to organise induction activities, IT access, equipment and other onboarding requirements.
- Support probation-period follow-ups and maintain communication with employees and managers throughout key stages of the employee lifecycle.
- Coordinate offboarding activities, ensuring the completion of administrative requirements, documentation and internal procedures.
5. Training
Support the planning, organisation and coordination of training activities, in collaboration with internal stakeholders and external providers.
- Coordinate and monitor mandatory employee training activities in accordance with applicable legislation, with
The role will have a strong focus on HR administration, payroll coordination and employee data management, ensuring accuracy, compliance and efficiency across the employee lifecycle. The position will also contribute to recruitment and selection, onboarding, internal HR communication and oversee the general services activities.
Working closely with the HR team, employees, managers and external providers, the successful candidate will play a key role in ensuring smooth HR operations and supporting the continuous improvement and digitalisation of HR processes.
Key Responsibilities
1. HR Administration & Payroll Coordination
- Manage day-to-day HR administrative activities throughout the employee lifecycle, from hiring to termination.
- Act as the main point of contact for the external payroll provider, coordinating monthly payroll activities and ensuring the timely and accurate delivery of payroll inputs.
- Manage monthly attendance and time-tracking processes, including the review and closure of timesheets, overtime, absences, holidays, leave and other payroll-related variables.
- Collect, verify and transmit employee data and payroll information, supporting the review of payslips and the resolution of payroll discrepancies.
- Prepare, manage and maintain employment documentation, including employment contracts, amendments, letters, extensions, terminations and other HR communications.
- Maintain and update employee records,
personnel files and HR databases, ensuring data accuracy, confidentiality and compliance with applicable legislation and internal procedures.
- Support the administration of employee benefits, welfare initiatives, meal vouchers and other compensation-related processes.
- Liaise with external consultants, payroll providers and relevant internal stakeholders on HR administrative and employment-related matters.
- Monitor administrative deadlines and support compliance with applicable labour legislation, collective bargaining agreements and company policies.
2. HR Systems, Reporting & Internal Communication
- Maintain and update the company's HRIS and employee databases, ensuring the accuracy and consistency of employee information.
- Support the collection, consolidation and analysis of HR data, preparing periodic reports and management information on headcount, recruitment, turnover, absences and other HR KPIs.
- Manage and maintain the HR section of the company intranet, keeping organisational information, employee profiles, internal documents and HR content accurate and up to date.
- Support the development and implementation of digital HR tools and the continuous improvement of administrative workflows.
- Contribute to internal HR communications,
preparing and distributing employee announcements, HR updates and other corporate communications.
- Ensure the appropriate handling of confidential employee information in accordance with GDPR and company procedures.
3. Recruitment & Selection
- Support recruitment activities across corporate and retail functions, in collaboration with hiring managers and the HR team.
- Prepare and publish job advertisements across relevant recruitment channels.
- Screen CVs, conduct initial interviews and coordinate the selection process.
- Manage candidate communications, interview scheduling, feedback collection and recruitment documentation.
- Maintain candidate databases and recruitment trackers, monitoring the progress of open positions.
4. Onboarding & Employee Lifecycle
- Coordinate onboarding activities for new hires, ensuring a smooth and consistent candidate-to-employee transition.
- Prepare hiring documentation and coordinate the collection of the information required for employment and payroll purposes.
- Liaise with relevant departments to organise induction activities, IT access, equipment and other onboarding requirements.
- Support probation-period follow-ups and maintain communication with employees and managers throughout key stages of the employee lifecycle.
- Coordinate offboarding activities, ensuring the completion of administrative requirements, documentation and internal procedures.
5. Training
Support the planning, organisation and coordination of training activities, in collaboration with internal stakeholders and external providers.
- Coordinate and monitor mandatory employee training activities in accordance with applicable legislation, with