Process Documentation Specialist

Bentley Systems, Incorporated; Dublin; Hybrid; EUR 60,000 - 85,000; Full time

Benefits offered by this job

Bentley Impact Day

Hybrid work model

Job summary

Bentley Systems is seeking a Process Documentation Specialist to transform HR into a standardized, scalable function. You will capture how work is done, document end-to-end processes, and create automation-ready documentation in collaboration with HRSS, COEs, and HR Technology.

The role focuses on governance, knowledge management, and the maintenance of a global HRSS process inventory, with a hybrid Dublin presence. Experience with Workday and AI tools is preferred.

Qualifications

• 5+ years of experience in HR Shared Services, HR Operations, process documentation, process improvement, knowledge management, or a related operational excellence role.
• Strong experience documenting business or HR processes in a structured and standardized format.
• Demonstrated ability to translate complex, fragmented, or informal process knowledge into clear, concise, and usable documentation.
• Strong understanding of HR operations and employee lifecycle processes, such as onboarding, offboarding, employee data changes, payroll coordination, leave, benefits, or case management.
• Experience working with HCM platforms such as Workday is strongly preferred.
• Familiarity with HR case management, knowledge base tools, SharePoint, Microsoft Office, and Microsoft Teams.
• Experience using process mapping or documentation tools such as Visio, Lucidchart, Miro, or similar tools.
• Strong writing and attention to detail, with the ability to produce clear, professional, consistent, and easy-to-follow documentation while identifying inconsistencies, gaps, duplicate content, and unclear ownership.
• Experience with knowledge management, content cleanup, documentation governance, or service catalog development is preferred.
• Familiarity with AI tools such as Microsoft Copilot or similar tools is preferred.

Responsibilities

• Create clear, standardized, and robust HR process documentation using Bentley’s approved HR process documentation template.
• Convert existing documentation, SME input, emails, notes, and fragmented process materials into structured, high-quality process documents.
• Document HRSS processes at the appropriate process level, focusing on end-to-end flow, inputs, outputs, roles, systems, controls, and escalation points rather than click-by-click work instructions.
• Partner with HRSS team members, COEs, HRBPs, Workday/HR Technology, and other stakeholders to validate process accuracy, ownership, variations, and decision points.
• Support the creation and maintenance of a global HRSS process inventory, including process categories, ownership, scope, status, and documentation readiness.
• Identify documentation gaps, outdated materials, conflicting guidance, duplicate content, and unclear process ownership.
• Support HR knowledge base cleanup by helping align knowledge articles with approved process documentation and ensuring content is accurate, current, and owned.
• Help establish a sustainable documentation governance model, including review cycles, ownership expectations, change control, and quality standards.
• Apply Bentley’s HRSS documentation principles, including simple language, flow-first process design, clear separation between process and work instruction, and automation-ready structure.
• Use Copilot and other AI tools responsibly to accelerate process documentation drafting, content review, summarization, and gap identification.
• Maintain a strong focus on colleague experience, ensuring documentation supports faster, clearer, and more consistent HR service delivery.
• Collaborate with HR Operations leadership to prioritize high-impact processes for documentation based on volume, risk, Workday relevance, colleague impact, and automation potential.
• Support preparation for future automation and agentic AI by ensuring processes include clear triggers, inputs, outputs, system dependencies, exceptions, and escalation rules.
• This position operates in a global HR environment and may require collaboration across multiple time zones.

Job description

## Process Documentation SpecialistApply: Hybrid: Ireland Dublin Office: Full time: Posted 11 Days Ago: RC120**Location:** Dublin, Ireland (Hybrid – 2 days per week in the office)**Position Summary:**Bentley Systems is seeking a Process Documentation Specialist to help transform HR into a standardized, scalable, and automation-ready global function. In this role, you'll turn fragmented process knowledge, including legacy documentation, SME input, and current practice, into clear, standardized process documentation that supports consistent service delivery, Workday enablement, self-service, and future automation. Working at the intersection of HR operations, process design, and knowledge management, you'll partner with HRSS, Centers of Expertise, HRBPs, and HR Technology to capture how work is done today, identify gaps and inconsistencies, and document future-ready global processes with a continued focus on end-to-end flow, ownership, controls, and the structure needed to make processes ready for automation. **Responsibilities:*** Create clear, standardized, and robust HR process documentation using Bentley’s approved HR process documentation template.* Convert existing documentation, SME input, emails, notes, and fragmented process materials into structured, high-quality process documents.* Document HRSS processes at the appropriate process level, focusing on end-to-end flow, inputs, outputs, roles, systems, controls, and escalation points rather than click-by-click work instructions.* Partner with HRSS team members, COEs, HRBPs, Workday/HR Technology, and other stakeholders to validate process accuracy, ownership, variations, and decision points.* Support the creation and maintenance of a global HRSS process inventory, including process categories, ownership, scope, status, and documentation readiness.* Identify documentation gaps, outdated materials, conflicting guidance, duplicate content, and unclear process ownership.* Support HR knowledge base cleanup by helping align knowledge articles with approved process documentation and ensuring content is accurate, current, and owned.* Help establish a sustainable documentation governance model, including review cycles, ownership expectations, change control, and quality standards.* Apply Bentley’s HRSS documentation principles, including simple language, flow-first process design, clear separation between process and work instruction, and automation-ready structure.* Use Copilot and other AI tools responsibly to accelerate process documentation drafting, content review, summarization, and gap identification.* Maintain a strong focus on colleague experience, ensuring documentation supports faster, clearer, and more consistent HR service delivery.* Collaborate with HR Operations leadership to prioritize high-impact processes for documentation based on volume, risk, Workday relevance, colleague impact, and automation potential.* Support preparation for future automation and agentic AI by ensuring processes include clear triggers, inputs, outputs, system dependencies, exceptions, and escalation rules.* This position operates in a global HR environment and may require collaboration across multiple time zones. **Success Measures:**Reporting to the Director, HR Operations, the 12 months expectations will be to:* Deliver documentation for priority HR processes.* Establish sustainable process and knowledge governance practices.* Improve consistency and accessibility of HR process documentation.* Create a foundation that supports future automation and self-service initiatives.**Qualifications:*** 5+ years of experience in HR Shared Services, HR Operations, process documentation, process improvement, knowledge management, or a related operational excellence role.* Strong experience documenting business or HR processes in a structured and standardized format.* Demonstrated ability to translate complex, fragmented, or informal process knowledge into clear, concise, and usable documentation.* Strong understanding of HR operations and employee lifecycle processes, such as onboarding, offboarding, employee data changes, payroll coordination, leave, benefits, or case management.* Experience working with HCM platforms such as Workday is strongly preferred.* Familiarity with HR case management, knowledge base tools, SharePoint, Microsoft Office, and Microsoft Teams.* Experience using process mapping or documentation tools such as Visio, Lucidchart, Miro, or similar tools.* Strong writing and attention to detail, with the ability to produce clear, professional, consistent, and easy-to-follow documentation while identifying inconsistencies, gaps, duplicate content, and unclear ownership.* Experience with knowledge management, content cleanup, documentation governance, or service catalog development is preferred.* Familiarity with AI tools such as Microsoft Copilot or similar tools is preferred. #LI-AK1#LI-HYBRID This is a Hybrid role. **What We Offer:*** Step into a collaborative work environment where ideas flourish, and teamwork propels us forward towards shared success.* An attractive salary and benefits package.* Bentley Impact Day: take a day off from work to volunteer with an organization of your choice.* Celebrate milestone achievements and moments that matter through our colleague recognition award programs and our Bentley Achievers platform.* A commitment to inclusion, belonging and colleague wellbeing through global initiatives and resource groups.* Be part of a company committed to making a real difference by advancing the world’s infrastructure for better quality of life, where your contributions help build a more sustainable, connected, and resilient world. Discover our latest user success stories for an insight into our global impact.