Overview
Polyglot is based in Glebe within Sydney's Inner West. We are a diverse, inclusive company that puts employees first. Founded on HR principles, people are and forever will be our greatest asset. We provide a multicultural and progressive workplace that offers:
* Flexibility (2 days WFH)
* Up-skilling & Training ()
* Profit-Sharing Scheme (Reap what you sow )
* Monthly Birthday Celebrations ()
(fulltime for the first 3 months, 1 day from home from 3 - 6 months, 2 days from home after completion of probationary period)
YOUR MISSION
As part of the HR outsourcing services, the HR Assistant will support the HR Services team in providing professional assistance, support and advice to our clients, and serve as the first point of contact for any HR-related matters, with a focus on immigration and EOR projects.
KEY AREAS
* EOR Clients and Employees Management
* Immigration Services Management
* Client Relationship Management
* HR Compliance Advisory
* Business Acumen
RESPONSIBILITIES
Key responsibilities include, but are not limited to:
1. EOR and Immigration Projects
* Immigration & visa lifecycle management: Assist the HR Services team in managing the full end‐to‐end visa lifecycle for clients and employees, including initial visa eligibility assessment, document gathering, coordination and liaison with external legal partners, visa lodgement, and ongoing follow‐up through to visa grant.
* EOR lifecycle management: Own and manage the full end‐to‐end EOR lifecycle for new and existing clients, including onboarding, ongoing employee and client management, and offboarding. This also includes preparing and coordinating EOR agreements and acting as a key point of contact for employees throughout their employment.
* Project coordination: Coordinate with HR, Finance & Corporate Services Teams and Immigration lawyers for support with employment offers, payroll processing, compliance and immigration.
* Project delivery: Deliver projects according to our operational processes and company policies, maintaining timelines for new and existing clients, and meeting clients' requirements and expectations.
* Communication: Collaborate and align with the HR Services team to ensure timely and accurate delivery of services, as consistent client communication to optimise their expectations.
* Risk evaluation & management: Anticipate, evaluate, manage risks, and communicate accordingly to all stakeholders providing input and recommendations (immigration deadlines, policies in place...).
* Reporting: Accurately document and report EOR and immigration projects into our CRM, and report to the HR team leader on a regular basis.
2. HR Compliance Advisory
The HR Assistant provides operational support to Polyglot Group's HR Services team and clients on a day-to-day basis. They will:
* Support in drafting a variety of HR documents in line with our clients' needs, including employment contracts, job descriptions, policies and procedures manual, modern award analysis etc.
* Collaborate closely with Polyglot Group's Payroll team on payroll matters including remuneration, awards and benefits.
* Maintain staff records for HR outsourcing clients. Real time data entry is a must.
3. Client Relationship Management
The HR Assistant supports the HR Services team in managing a certain client portfolio which means they will:
* Patiently support the client as they navigate their EOR, immigration or HR project
* Build trust and reassurance with clients through professional, proactive communication that helps them feel supported and confident in the management of their EOR and immigration processes.
4. Business Acumen
The HR Assistant is responsible for assisting overseas companies to implement and develop their activities in Australia. This means they will:
* Respond to client in a timely manner
Seek assistance to solve client's challenges and seek opportunities across different departments
5. Self & continuous learning & development
The HR Assistant is responsible for having up-to-date required knowledge to deliver services efficiently. This means to:
* Have an in-depth understanding of Polyglot Group's services delivery processes.
* Keep up to date with key changes that may impact EOR or immigration procedures and escalate any compliance‐related questions to the appropriate internal experts.
* Maintain a broad awareness of HR and market trends to support positive, informed interactions with clients and contribute to a high‐quality service experience.
The HR Assistant is accountable for understanding, using and mastering all available resources as well as requesting potential lacking resources if they add value.
POSITION INTERACTIONS & REPORTING
The HR Assistant reports to the HR Services Team Leader. They liaise efficiently with Polyglot Group's other teams and Departments. The HR Assistant interacts efficiently with the entire team, understands the importance of being a service provider and partner to the entire team and has the appropriate sense of urgency for everything he/she is doing.
SKILLS REQUIRED
* Organisation skills and Attention to details: deep level of administrative task in a fairly manual environment requiring greatest attention to details and very strong organisation skills.
* Customer service oriented: including patience and ability to clearly and simply explain difficult concepts.
* Open-minded: Australian employment law is complex and highly context‐driven, requiring a strong understanding of legislative frameworks and the ability to navigate ambiguity with sound professional judgment. Process: Strong attention to detail and ability to follow standard operating procedures, ensuring consistency and quality in administrative tasks, with openness to improving simple workflows.
* Project coordination: Skilled at organising multiple client projects simultaneously, keeping stakeholders informed, and ensuring timely completion of tasks through clear communication and effective prioritisation.
* Client and Partner Relationship Management.
* Listen, write, speak: Proficiency in the English language; knowledge of a second language is not a requirement, but beneficial.
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