Offboarding Specialist

Position Overview:

The Offboarding Specialist at Horizons plays a crucial role in facilitating the offboarding process for employees of our Employer of Record (EOR) clients. They ensure that all necessary procedures and paperwork are completed efficiently and in compliance with relevant employment laws and regulations. The Offboarding Specialist works closely with internal teams, clients, and departing employees to ensure a smooth and positive transition out of the employment relationship.

Key Responsibilities:

• Offboarding Process Management: Manage the end-to-end offboarding process for employees of our EOR clients, ensuring a seamless and professional experience. Coordinate with internal teams, including operations, payroll, legal, and finance, to gather and process all necessary documentation and information for the offboarding.
• Employee Support and Communication: Provide departing employees with support and guidance throughout the offboarding process.
• Termination Calls and Client Communication: Lead termination calls with clients and terminated employees, addressing any questions or concerns and ensuring a clear understanding of the offboarding process.
• Termination Requests Handling: Handle termination requests from our clients for external employees, ensuring compliance with contractual agreements and relevant employment laws and regulations.
• Asset Collection and Documentation: Coordinate the collection of company assets, including laptops, access cards, and other equipment, ensuring proper documentation and tracking, where required by our clients.
• Termination Paperwork and Benefits Processing: Process termination paperwork, including employee separation agreements, termination letters, final payslips, and any necessary benefits or entitlements.
• Coordination with External Vendors: Coordinate with external vendors, such as benefits providers and pension funds, to ensure accurate and timely processing of employee benefits.
• Record-Keeping and Data Management: Within the Horizons platform, maintain accurate and up-to-date records of offboarding activities, including employee data, documentation, and communications.
• Consultation and Guidance: Provide guidance and support to managers and the operations teams on best practices for offboarding processes and compliance with relevant employment laws and regulations.
• Compliance and Knowledge Update: Stay updated on changes in employment laws and regulations related to offboarding and ensure compliance in all offboarding procedures.
• Process Improvement: Continuously assess and improve the offboarding process to streamline workflows, enhance efficiency, and deliver an exceptional client and employee experience. Provide feedback and suggestions to optimize internal systems and tools, especially in relation to the Horizons platform.
• Compliance Monitoring: Monitor and ensure ongoing compliance with employment laws, regulations, and EOR company policies. With the help of our in-house Legal team, stay updated on changes in employment legislation and communicate relevant updates to clients and internal stakeholders.
• Troubleshooting and Issue Resolution: Address and resolve any offboarding-related issues or escalations promptly and professionally, employing problem-solving skills and collaborating with relevant teams to find appropriate solutions. Understand when to include your manager in potential high-risk situations.
• Attend Meetings: Join and actively participate in team meetings with colleagues and management. Where required, take time to prepare accordingly before each meeting.
• Usage of Tools: Utilize our internal tools, including CRM systems, to facilitate effective communication with clients and employees. Use open, internal channels of communication with colleagues to ensure transparency and encourage a culture of knowledge sharing.
• Credit Note Issuance for Deposit Refunds: Issue credit notes for deposit refunds to departing employees, ensuring accurate calculations and timely reimbursement. Take ownership of the reimbursement process and coordinate with the finance team to ensure timely resolution.
• Archive Offboarded Employees in Horizons Platform: Ensure the proper archiving of offboarded employees' data and records in the Horizons platform, following data privacy and security protocols.

Requirements:

• Educational Background:
  • A bachelor's degree in Human Resources, Business Administration, or a related field is preferred. Equivalent work experience in a similar role may be considered.
• Experience:
  • Proven experience as an Offboarding Specialist, HR Specialist, or in a related position is required, preferably in an EOR or HR outsourcing environment. Experience in managing the offboarding process and handling termination-related tasks is highly desirable.
• Knowledge of Offboarding Processes:
  • A solid understanding of offboarding processes, including legal requirements, employee separation procedures, and best practices is necessary. Familiarity with relevant employment laws and regulations is essential for compliance purposes.
• Technology Proficiency:
  • Proficiency in using HR software, CRM systems, and other relevant tools for offboarding and communication, ideally Freshdesk, HubSpot, and Confluence. Ability to quickly learn and adapt to new technologies.

Preferred Competencies:

• Adaptability and Flexibility:
  • Ability to work in a fast-paced, dynamic environment with changing priorities and deadlines. Willingness to adapt to new processes, policies, and tools as the organization evolves.
• Collaboration and Teamwork:
  • Ability to work collaboratively with cross-functional teams, including client success, operations, finance, payroll, legal, and sales, to ensure a seamless offboarding experience for clients and employees. Strong team player with excellent interpersonal skills.
• Customer Focus:
  • Strong customer service orientation and commitment to delivering an exceptional client experience. Ability to effectively manage client expectations and provide solutions to meet their needs.
• Cultural Sensitivity:
  • Awareness and understanding of cultural differences and the ability to work with diverse international clients and employees.
• Professionalism and Confidentiality:
  • Demonstrated professionalism, integrity, and the ability to handle sensitive and confidential information with discretion.