People Operations Specialist

Mission - Why we exist, what we do, and why we need you

SpotMe is a leading B2B event platform that helps enterprises increase the impact of their events by delivering CRM-connected, high-quality experiences across in-person, virtual, hybrid events, and webinars. With a strong focus on life sciences, SpotMe powers Onomi: an HCP engagement and intelligence platform for life sciences. Pharma commercial and medical teams use Onomi to run their HCP engagements, congresses, webinars, advisory boards, and everyday meetings, and to capture what actually happens in them: every interaction captured with consent, matched to the right HCP record, and written back to Veeva or Salesforce in minutes, so the engagement they already pay for comes back as data their teams can act on. Together, SpotMe and Onomi turn events into a company’s most effective engagement channel.

As a People Operations Specialist, you'll be the engine behind SpotMe's people processes. You'll run our core employee lifecycle processes, keep our people data accurate and reliable, answer questions from employees and managers, and help make everyday life at SpotMe run smoothly. Success in this role comes from precision, quick and reliable responses, seeing things through, and a drive to automate repetitive work so the team can focus on what matters most. It's a chance to have a real impact: strengthening our culture, supporting our people's growth, and helping continuously improve the employee experience at SpotMe.

What you will do:

This role reports to the Head of People and focuses on:

• [30%] Employee lifecycle administration: 
• process all HRIS transactions - new hires, promotions, contract changes, line manager changes and terminations. Make sure each change reaches everyone who needs it, including payroll, legal and group reporting.
• Prepare contracts and amendments from our templates for Legal's review, and send complete payroll inputs before each cut-off.
• Run right-to-work checks for every hire, and track probation periods, work permits and employment certificates.
• Manage offboarding end to end: HRIS, payroll, benefits,l and final documents.
• [30%] Employee experience and support:
• Prepare every new joiner from offer acceptance: a welcome pack and information, HRIS onboarding tasks, equipment, travel and accommodation for the onsite week.
• Coordinate first-day logistics with line managers, and make sure new joiner announcements go out.
• Keep regular touchpoints with new joiners beyond the paperwork, checking in on travel and questions and sharing company news, so they feel part of the team before day one.
• Act as backup facilitator for the HR intro, and set up new joiner reviews
• Administer all leave - that includes HRIS updates, tracking, documentation, and keeping managers and payroll informed. Run the PTO approval checks
• Be the first point of contact for day-to-day employee questions on leave, payslips, benefits, policies and processes and  escalate matters appropriately
• [10%] People data, tools and group reporting 
• Keep our HRIS accurate and complete as the single source of truth for employee data. That means up-to-date records (personal details, job, compensation, line manager), correct leave balances and policies, bank holidays for each country, country-specific updates such as seniority pay, and employee documents stored in the right place with the right access.
• Submit monthly KPI and staff changes reports and weekly staff updates to our group HR teams, and keep the org chart up to date.
• Administer our employee platforms: routine maintenance, adding and removing users, user support, escalating issues, and coordinating with vendors and internal stakeholders.
• [15%] Process improvement and automation
• Maintain and improve People Operations content in the Handbook, so every process is documented and clear to follow.
• Support operational projects, such as updating offboarding documentation, refreshing contract templates with Legal
• Automate repetitive work through workflows, templates, reminders and reports.
• Spot data issues and process gaps, fix what you can, and escalate what needs a decision.
• [15%]  People programs
• Support the Head of People in running company-wide and team-level initiatives, such as training, feedback sessions, retreats and team meetings, from planning and communications to logistics and collecting feedback afterwards.

What we need from you:

In your first month

• Take over the recurring cycle and deliver it independently: the monthly group KPI reports, the weekly staff updates and the monthly PTO approval checks.
• Handle onboarding and touchpoints for at least one new joiner, from travel and accommodation through the week plan and arrival email.
• Map every contract, amendment and payroll handoff with Legal and Finance, and get both teams to sign off on it, so each step has one owner and a clear deadline.
• Learn the most common employee questions by reviewing past requests with the Head of People
• Present a People Ops calendar of every recurring deadline, plus your top three operational risks with a proposed fix for each.

By month 3:

• Take over admin of our employee platforms, with every joiner and leaver added or removed on time.
• Map our People processes and present a recommendation to the Head of People on where automation and better workflows would save the most time. Agree the priorities and start implementing the first improvements.
• Run the full offer-to-day-one journey for every new joiner, with the week plan sent at least one week before arrival and regular touchpoints until day one.
• Become the go-to person for routine People questions, answering within 1 working day and escalating anything sensitive or important to the Head of People.
• Support the Head of People in delivering at least one training or feedback session end to end, from logistics to collecting feedback.

By month 6: owning the full scope of the role

• Own all People Operations admin independently: lifecycle administration, leave, people data and group reporting, and onboarding/offboarding logistics. Support Head of People, on People programs, bringing your own ideas and creativity.
• Implement the first automation and workflow improvements from your recommendation, and show the time saved.
• Support the rollout of the new performance management tool, including configuration checks and employee training logistics.

What you need to be great at

• Acting on feedback. When you get feedback today, you change how you work tomorrow. You take it as fuel, not criticism, and you ask for it before anyone offers.
• Automation and efficiency. You look at every manual task and ask whether it needs to be manual. You're comfortable using tools like workflows, templates and AI assistants such as Claude to work faster and remove repetitive work.
• Systems thinking. You see how processes connect: how one change in the HRIS flows through to payroll, reporting and the people affected. You fix the root cause, not just the symptom.
• Stakeholder management. You work well with Legal, Finance, managers and external providers at the same time. You know when to be flexible and when to push to get things done on time.

What we are most curious about:

• Tell us about a process you took over with no documentation: how you worked out how it ran, how you checked nothing was missing, and what you did next to improve it.
• Tell us about a manual process you automated or simplified: what it looked like before, what you built or changed, and how much time it saved, with real numbers.
• What are 2 or 3 ways you use AI tools like Claude that reliably save you time, where do you refuse to use them, and why?