Business Operations Specialist, HR & Legal Administration

KVALITO AG; Frankfurt; Remote; EUR 45.000 - 65.000; Vollzeit

Zusammenfassung

A consulting firm is seeking a Business Operations Specialist to support HR and legal administration. This role includes contract management, compliance tasks, and operational support. Ideal candidates have 1-3 years in legal/HR roles with strong detail orientation and fluency in German and English. A hybrid and flexible work culture is offered.

Leistungen

High-impact working culture

Flexible working conditions

Diverse international colleagues

Qualifikationen

• 1-3 years of experience in legal, HR, or administrative roles.
• Familiarity with international contracts and labor regulations is a plus.
• Self-organized, reliable, and discreet.

Aufgaben

• Prepare and review contracts based on templates.
• Maintain digital archives of legal documents.
• Support onboarding and offboarding processes.
• Ensure compliance with GDPR and Code of Conduct.

Kenntnisse

Legal understanding

Administrative support

Attention to detail

Fluency in German

Fluency in English

Ausbildung

Paralegal training or legal administration background

Tools

MS Office 365

HR and ATS tools

Jobbeschreibung

Overview

Join Our Team of Enthusiasts! At KVALITO Consulting Group, a woman-owned business founded in 2013, we are dedicated to transforming the life sciences and healthcare sectors through tailored, innovative solutions that prioritize quality and people. Guided by our vision to lead with talent and transform with purpose, we are committed to creating lasting, high-value relationships with our clients and empowering high-performing individuals to reach their full potential. At KVALITO, we embrace diversity, equity, and inclusion in every aspect of our work, fostering a results-oriented, ambitious, and caring culture. Our purpose-driven team is agile and adaptable, ready to learn and respond to evolving business needs. Together, we champion a culture that balances excellence with empathy, utilizing technology and human-centric approaches to drive impactful results. If you\'re passionate about making a difference and eager to grow within a company that values inclusivity and high performance, KVALITO could be the place for you. Join us in creating transformative solutions that empower our clients and leave a legacy of excellence in consulting.

Learn more about us at: #removed#

Position

Business Operations Specialist, HR & Legal Administration (all genders)

Location: EU (Remote)

Type: Full-Time

About the Role:

As a Specialist supporting HR and Legal at KVALITO, you will ensure smooth operations across HR, legal and administrative tasks. You will support the Business Operations Lead in managing contracts, compliance, and HR administration. You will collaborate closely with global colleagues while independently delivering accurate and reliable outputs. This role requires a structured, detail-oriented, and self-managed professional with strong legal understanding, ideally a trained paralegal or HR with administrative experience.

Mission:

• Provide accurate and compliant administrative support in HR and legal matters
• Ensure traceable documentation and process reliability
• Coordinate with internal teams and external partners with professionalism
• Maintain clarity, confidentiality, and consistency in operations

Responsibilities

• Legal & Administrative Support
• Prepare and review contracts (employment, freelance, supplier, client) based on templates
• Maintain digital archives of legal and compliance documents
• Support visa requests, A1 certificates, and international assignments
• Coordinate signatures and contract workflows using DMS tools
• Assist with document notarization, IP protection, and renewals

HR Admin & Payroll Coordination

• Maintain accurate employee records, absence logs, and working hours
• Support onboarding and offboarding processes (i.e. Reference Check, Consent forms, legal documents)
• Track compensation changes and prepare monthly payroll data
• Liaise with payroll providers to review payslips and bonuses
• Compile and maintain statistics for legal and HR reporting

Compliance & Documentation

• Support Data Privacy (i.e. GDPR) and Code of Conduct compliance monitoring
• Keep policy templates and SOPs up to date (i.e. Employee Handbook, Business Operations Work Instructions, Employee Journey)
• Ensure all documents are version-controlled and traceable
• Help coordinate mandatory training completion tracking
• Support for licenses, certifications, ESG ratings
• Support client compliance and client audits

Operational Support

• Liaise with external paralegals, and lawyers for contract related matters
• Regularly update legal and HR templates from legal platforms
• Maintain shared email inboxes
• File and structure legal and compliance documents in KVALITO\'s legal system
• Ensure consistent folder structures and file naming conventions
• Support company foundation processes and corporate document handling for KVALITO Group entities

Systems & Reporting

• Upload and maintain data in HR systems (i.e., DMS, time tracking tools)
• Generate simple reports and dashboards on legal and HR activities
• Coordinate updates to contract templates with internal stakeholders

Qualifications and Experience

• 1-3 years experience in legal, HR, or administrative roles
• Paralegal training or legal administration background preferred
• Familiarity with international contracts, labor regulations, or payroll is a plus
• Strong skills in MS Office 365, HR and ATS tools
• High attention to detail and excellent document handling
• Self-organized, reliable, and discreet
• Fluent in German & English (written and spoken); other languages are a plus

Key Behaviors

• Structured and Reliable: You manage deadlines without supervision
• Take Ownership: You solve problems without being asked and learn quickly.
• Precise and Compliant: You handle documents with care and legal awareness
• Self-Directed: You ask when needed but own your scope independently
• Focus on What Matters: You prioritize impact and avoid distractions.
• Trustworthy: You manage sensitive information with full confidentiality
• Detail-Oriented: You spot inconsistencies before others do
• Supportive: You help internal teams with professionalism and clarity

What We Offer

• A high-impact, trust-based working culture
• Freedom to shape your work and processes
• Hybrid and flexible working conditions
• Smart, diverse, international colleagues
• Fast decision-making and real ownership

We look forward to your application. Your KVALITO Team.