HR Administrative Specialist

About the Role

The client is seeking a highly organized and detail-oriented HR Administrative Specialist to provide administrative and operational support to the GMR Tax and Mobility teams. This role is responsible for managing shared mailboxes, coordinating and securely organizing sensitive employee documentation, and supporting high-volume administrative workflows essential to global mobility and tax operations across the Americas.

Key Responsibilities

Manage and maintain shared HR and GMR-related mailboxes, including monitoring, triaging, categorizing, and routing inquiries in a timely and professional manner.

Collect, track, and organize signed employee documents and forms (e.g., tax, payroll, and assignment-related documentation) and ensure secure storage in accordance with client data privacy and internal control standards.

Maintain structured document repositories and trackers to ensure completeness, accuracy, and audit readiness.

Follow up with employees, consultants, and internal stakeholders as needed to obtain missing or corrected documentation.

Support administrative clean-up activities, including mailbox optimization, file structure standardization, and document reconciliation.

Perform data quality checks to validate information before handoff to internal teams or external vendors.

Handle sensitive employee information with a high degree of confidentiality and professionalism.

Provide general administrative support to the GMR Americas team, including coordination of deliverables and adherence to standardized processes.

Qualifications & Experience

Required

Previous experience in an administrative, HR, payroll, tax, or global mobility support role.

Strong organizational skills with exceptional attention to detail.

Ability to manage high volumes of administrative work while meeting deadlines.

Proficiency in Microsoft Office applications, including Outlook, Excel, and Word.

Experience handling confidential or sensitive data in a professional environment.

Preferred

Exposure to U.S. and/or Canadian individual tax or payroll processes (e.g., W-2, T4, payroll reporting).

Familiarity with global mobility, expatriate support, or shared services environments.

Experience working with document management systems or shared service mailboxes.

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.