HR Systems Specialist

Protolab; Hyderabad; Hybrid; INR 600,000 - 900,000; Full time

Job summary

Protolab in India is seeking an HR Systems Specialist to maintain accurate employee data across HR systems and support US-based HR operations from our Hyderabad office. You will work with the HRIS team and local HR colleagues to ensure data integrity, streamline data entry, and manage transactions such as hires, changes, and terminations.

The role requires meticulous attention to detail and collaboration across time zones.

Qualifications

• Bachelor’s degree in HR, IT, or a related field with 2+ years of experience.
• Experience managing employee data and HR transactions.
• Strong understanding of US payroll and benefits processing concepts.
• Excellent computer proficiency with MS Office.
• Experience with UKG HR systems and HRIS platforms.

Responsibilities

• Enter weekly employee data into HR systems for US sites.
• Ensure accuracy and timeliness of data entries.
• Process new hires, job changes, salary changes, and terminations.
• Maintain data integrity across HR systems.
• Collaborate with HRIS and Payroll teams to streamline data flow.
• Support reporting and data management activities.

Skills

HR data entry

HR operations

HR systems administration

Data validation

US payroll concepts

UKG HR systems

Microsoft Excel

HRIS data management

Education

Bachelor’s degree

Tools

UKG HR systems

HRIS platforms

Microsoft Excel

Payroll systems

Job description

Join the team as our new HR Systems Specialist – India

You will be responsible for maintaining accurate and timely employee data across our HR systems, supporting US-based HR operations from our India office. Working closely with the HRIS team, local HR teams across multiple US locations, and Payroll and Benefits stakeholders, you will ensure data integrity, streamline HR data management processes, and support the effective administration of employee transactions. This role requires strong attention to detail, confidentiality, and the ability to collaborate across global teams and time zones.

What You’ll Do

Manage HR Systems & Employee Data

• Perform weekly data entry into UKG and other required HR systems for employees across all US worksites.

• Ensure employee data is entered accurately and within established timelines.

• Process employee transactions, including new hires, job changes, salary changes, terminations, and other employee-related updates.

• Maintain data accuracy, consistency, and integrity across HR systems.

• Partner with the HRIS team to support a centralised data flow and entry model.

Partner with US HR Teams & Drive Process Efficiency

• Collaborate with local HR teams across US locations to streamline employee data collection, entry, and auditing processes.

• Establish efficient processes for gathering and maintaining employee information.

• Document HR data entry procedures and ensure stakeholders are informed of process changes.

• Identify opportunities to standardise and align HR data management processes across different locations.

• Follow established procedures while identifying and escalating unusual or ambiguous data requests.

Support Payroll & Benefits Administration

• Work closely with the Benefits Administrator and Payroll Administrator to ensure employee data is accurate and up to date.

• Support data validation activities required for ongoing US payroll and benefits processing.

• Ensure employee changes are accurately reflected in HR systems to support timely payroll and benefits administration.

• Coordinate with relevant stakeholders to resolve employee data discrepancies and maintain accurate records.

Manage New Hire Communications & Employee Records

• Prepare and distribute weekly new hire announcements for US employees.

• Format new hire photographs and ensure timely distribution of employee announcements.

• Support the collection, organisation, and maintenance of digital personnel files within UKG.

• Ensure employee documentation is maintained accurately and handled confidentially.

Support Learning Management & HR Reporting

• Upload and maintain course information and related data in the company's Learning Management System.

• Support HR-related projects involving employee data collection and system maintenance.

• Assist with reporting, metrics, and data management activities.

• Ensure HR data and reports are accurate, consistent, and maintained within established processes.

What It Takes:

Technical

• Bachelor’s degree with 2+ years of experience in HR data entry, HR operations, or HR systems administration.

• Demonstrated experience managing employee data and processing HR transactions.

• Strong understanding of employee lifecycle activities, including onboarding, job changes, compensation changes, and terminations.

• Foundational understanding of US payroll and benefits processing concepts.

• Excellent computer proficiency, particularly with Microsoft Office applications, including Excel, Word, and Outlook.

• Ability to maintain accurate employee records, perform data validation, and support HR reporting activities.

• Experience working with HRIS platforms and employee data management systems.

Leadership & Collaboration

• Strong verbal and written English communication skills, with the ability to interact effectively with US-based colleagues and stakeholders.

• Experience collaborating with geographically distributed HR teams and cross-functional stakeholders.

• Ability to work closely with HRIS, Payroll, Benefits, and local HR teams to ensure accurate and timely data processing.

• Strong coordination and follow-up skills, with the ability to manage multiple activities independently.

• Ability to identify discrepancies, clarify requirements, and escalation unusual situations appropriately.

• Willingness to work flexible hours to accommodate collaboration with US time zones, including occasional evening hours in IST.

Mindset

• Highly detail-oriented with a strong commitment to data accuracy and integrity.

• Strong sense of ownership and accountability for assigned responsibilities.

• High level of professionalism and discretion when handling confidential employee information.

• Organised, self-directed, and capable of managing tasks independently.

• Process-oriented with the ability to follow established guidelines and procedures consistently.

• Adaptable and comfortable working in a fast-paced environment with changing priorities.

• Proactive approach to identifying process improvements and operational efficiencies.

Preferred Qualifications

• Hands-on experience with UKG (UltiPro/UKG Pro) HR systems.

• Previous experience supporting US HR operations from an offshore or global delivery centre.

• Familiarity with HRIS data migration, reporting, and system configuration.

• Experience working with Learning Management Systems and digital employee personnel files.

What's In It For You – India

• Opportunity to work closely with global HRIS and US HR teams.

• Exposure to US HR operations, payroll, benefits, and employee lifecycle management.

• Hands-on experience with UKG and enterprise HR systems.

• Opportunity to contribute to HR process standardisation and data management improvements.

• Collaboration with cross-functional teams across different geographies.

• Opportunity to develop expertise in HRIS administration, employee data management, and global HR operations.

• A collaborative global working environment with opportunities for continuous learning and professional development.