People Senior Specialist - Process and Systems

Job Description 

MAJOR FUNCTION

The People Processes & Systems (PPS) Senior Specialist is responsible for delivering comprehensive HR operational support, employee lifecycle management, and compliance expertise, primarily across the United States and Canada, with opportunities to support additional countries throughout the Americas.

This role serves as an experienced HR operational partner to employees, managers, Talent Acquisition and our Senior HR Business Partner, providing guidance on employee relations processes, performance management, leave administration, accommodations, HR policies, compliance requirements, and complex employee lifecycle matters.

The Senior Specialist independently manages day-to-day HR operational activities, resolves complex issues, identifies opportunities for process improvement, and promotes consistent application of HR policies and procedures across multiple locations and jurisdictions.

Working closely with Process Specialists, Payroll, Benefits, and other stakeholders, this position ensures accurate HR processes, appropriate documentation, regulatory compliance, and a positive employee experience.

While not necessary for this role, experience supporting HR operations in Mexico or other Latin American countries is highly valued and may provide opportunities for expanded regional responsibilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Employee Lifecycle & HR Operations (25%)

·         Independently manage employee lifecycle processes, including onboarding, transfers, promotions, compensation changes, employment status changes, and separations.

·         Ensure accurate and timely execution of employee transactions in Workday and other HR systems.

·         Prepare, review, and maintain employment-related documentation, including employment agreements, personnel changes, and separation documents.

·         Coordinate complex employee lifecycle activities involving multiple stakeholders, departments, or jurisdictions.

·         Identify and resolve operational discrepancies while maintaining appropriate internal controls.

·         Serve as an escalation point for complex HR operational questions and transactions.

Employee Relations, Performance Management & Manager Support (20%)

·         Provide guidance to managers on HR policies, employee performance processes, attendance, corrective action procedures, and documentation requirements.

·         Support employee relations matters through preliminary fact-finding, case documentation, policy interpretation, and coordination with HR PPS Lead.

·         Assist managers in preparing performance improvement plans, disciplinary documentation, and other employee-related communications.

·         Identify potential compliance risks, inconsistencies, or sensitive employee relations issues and escalate appropriately.

·         Provide practical guidance and training to managers on HR processes, documentation standards, and consistent application of company policies.

·         Maintain accurate and confidential records of employee relations and performance management activities.

·         Support the consistent application of HR policies while ensuring appropriate review and decision-making by HR leadership.

Leave, Accommodation & Absence Management (15%)

·         Coordinate and administer employee leave and accommodation processes in the United States and Canada, ensuring compliance with applicable federal, state, provincial, and local requirements.

·         Support processes related to FMLA, ADA, PWFA, state leave programs, disability benefits, Workers' Compensation, and applicable Canadian statutory leaves and accommodation obligations.

·         Partner with employees, managers, Benefits, and third-party administrators to coordinate leave requests, supporting documentation, return-to-work activities, and accommodation processes.

·         Monitor leave cases, required documentation, deadlines, and employee communications.

·         Provide managers with guidance regarding leave-related responsibilities, confidentiality, and appropriate workplace accommodations.

·         Ensure accurate documentation and appropriate maintenance of confidential medical and leave-related records.

HR Compliance, Policies & Employee Records (15%)

·         Support compliance with applicable employment laws, HR policies, and internal operational standards in the United States and Canada.

·         Maintain personnel records and oversee documentation accuracy, confidentiality, and appropriate record retention.

·         Conduct periodic personnel file audits, HR compliance reviews, and data quality assessments.

·         Identify compliance gaps and recommend corrective actions or process enhancements.

·         Partner with HR leadership, HR Business Partners, and Legal to implement updates resulting from changes in employment regulations or internal policies.

HR Systems, Reporting & Process Improvement (15%)

·         Serve as an experienced user of Workday and related HR systems, ensuring accurate employee data and consistent transaction processing.

·         Prepare and analyze HR reports related to workforce changes, employee lifecycle activities, compliance, and operational performance.

·         Identify opportunities to streamline administrative processes, improve controls, and reduce manual activities.

·         Develop and maintain standard operating procedures, process documentation, and manager guidance materials.

·         Participate in HR systems testing, process enhancements, and implementation initiatives.

·         Support the standardization of HR processes and service delivery across locations.

Regional Support & Special Projects (10%)

·         Support HR operational initiatives and projects across the Americas, with primary responsibility for the United States and Canada. Expended opportunities to support Mexico and other Latin American countries based on experience, language capabilities, and business needs.

·         Collaborate with regional HR colleagues to promote process consistency, compliance, and operational efficiency.

·         Participate in organizational changes, integrations, HR system implementations, and continuous improvement initiatives.

·         Share best practices and contribute to the development of scalable regional HR processes.

·         Support HR leadership with special projects, reporting, and operational priorities.

MINIMUM REQUIREMENTS

·         Bachelor's degree in Human Resources, Business Administration, or a related field, or equivalent combination of education and experience.

·         5–7 years of progressively responsible experience in HR Operations, HR Generalist, HR Shared Services, or a comparable HR role.

·         Strong working knowledge of U.S. employment practices, HR compliance requirements, and employee lifecycle administration.

·         Experience supporting HR processes across multiple locations or jurisdictions, with the ability to learn and apply Canadian employment requirements.

·         Demonstrated experience supporting employee relations, performance management, corrective action processes, employee leaves, workplace accommodations and employee documentation.

·         Proficiency with Workday or a comparable HRIS, including employee transactions, records management, and reporting.

·         Ability to independently manage complex HR operational matters, exercise sound judgment, and recognize when escalation is appropriate.

·         Strong analytical, organizational, problem-solving, and communication skills.

·         Demonstrated ability to handle confidential information with professionalism and discretion.

·         Ability to manage competing priorities and collaborate effectively with employees, managers, and cross-functional stakeholders.

Preferred Qualifications

·         Direct experience supporting HR operations in both the United States and Canada, including familiarity with Canadian provincial employment standards and HR practices.

·         Experience working in a multinational organization, regional HR operations function, or shared services environment.

·         HR professional certification such as SHRM-CP, SHRM-SCP, PHR, SPHR, CPHR, or equivalent.

KEY COMPETENCIES

·         HR operational expertise

·         Sound judgment and decision-making

·         Employee and manager consultation

·         Compliance and risk awareness

·         Problem solving and analytical thinking

·         Ownership and accountability

·         Process improvement and operational excellence

·         Attention to detail and data integrity

·         Collaboration and stakeholder management

·         Adaptability and learning agility

·         Confidentiality and professional discretion

·         Effective communication

·         Cross-cultural awareness

Let’s create a cleaner future together

Cleaning has emerged as a key contributor to health and safety, sparked by technology and innovation. At Nilfisk we are a driving force in this development. Being part of Nilfisk means thinking outside of the box, bringing your inspiring ideas to life, sharing the results, and learning from your setbacks. We believe that diversity is our greatest strength – as we achieve the best results from a wide variety of views and approaches. At Nilfisk, you have the freedom to be yourself and express your opinions. Nilfisk is firmly committed to growth and sustainability in everything we do. You will be empowered in your role as you collaborate with passionate colleagues on a quest to create a cleaner future.

Are you ready to make a change for a cleaner future?

About Nilfisk

Nilfisk is a world-leading provider of professional cleaning equipment and services, founded in Denmark in 1906. With approximately 4,500 employees across 45 countries and products sold in over 100 markets, we are committed to developing sustainable cleaning solutions that improve quality of life. We are a proud member of the United Nations Global Compact.

Benefits

Nilfisk offers a competitive total compensation package. Benefits include Health, Dental, Vision, Basic and Supplemental Life, Critical Illness and Accident Insurance, Flexible Spending Accounts, Health Savings Account with Company Contribution, 401K with Company Match, Long and Short Term Disability, Employee Assistance Program, Legal Plan, Parental Leave, Paid Vacation and Sick Time, Paid Volunteer Day, Tuition Reimbursement, Wellness Reimbursement, Scholarship opportunities, etc.

The estimated pay range indicates the expected annualized pay range for this position. It may not include potential bonus incentives such as annual bonus’ as well as sales and sales related incentives, or overtime (on eligible positions). The actual pay offered may vary based on several factors, including the applicant's qualifications, relevant experience, unique skills, education level, certifications or licenses, and the location from which they will work. The final pay determination will comply with state or local minimum wage laws applicable to the job's location. We may ultimately pay more or less than the posted range. This range may be modified in the future.

Job applicant FAQ

Do you have questions regarding the recruitment process or alike? Please visit our FAQ for job applicants.

Talent Acquisition Process

Nilfisk does not charge any fee at any stage of the recruitment process. We do not request payment or fees from candidates for any employment-related purpose.  If you encounter any such activity, please report it immediately on the Nilfisk Whistleblower website.

Nilfisk is an Equal Opportunity employer.  We consider all qualified applicants without regard to race, religion, sex, national origin, age, sexual orientation, gender identity, disability, or veteran status, among other factors.