HR Governance & Outsourcing Specialist

Volkswagen Financial Services; Milano; On-site; EUR 45,000 - 65,000; Full time

Job summary

Volkswagen Financial Services in Italy seeks an HR Back-Office Coordinator to support HR operations. You will coordinate external service providers and deliver administrative support to HRBP, HRIS Specialist and Recruitment.

The role emphasizes accurate documentation, data processing and ensuring compliant outsourcing activities, with a focus on governance, cost awareness and timely reporting across local and European regulations.

Qualifications

• Experience in outsourcing management and governance.
• Knowledge of HR outsourcing models and regulatory frameworks (GDPR).
• Strong organizational and coordination skills.
• Fluent English (written and spoken).

Responsibilities

• Coordinate HR outsourcing processes in line with policies.
• Manage relationships with external HR service providers.
• Support supplier selection, RFPs, and evaluations.
• Activate new HR services with approvals and compliance.
• Monitor vendor performance via KPIs and SLAs.
• Collaborate with Procurement and Legal on contracts.
• Ensure GDPR and data protection compliance.
• Provide admin and back-office support to HR partners.
• Support HRIS data entry, reporting, and system testing.
• Coordinate recruitment back-office tasks and onboarding admin.
• Ensure accuracy and confidentiality of HR records.

Skills

HR outsourcing

Outsourcing governance

Procurement/Contract mgmt

GDPR compliance

Organization

Analytics

MS Office

English fluency

Job description

Description In collaboration with the relevant service owners, he/she coordinates external HR service providers and delivers predominantly administrative and back-office support across HR operations. The role ensures the accurate and timely processing of documentation, data and recurring activities supporting HR Business Partners, the HR Information Systems Specialist and the Recruitment function, while contributing to the proper activation, management and monitoring of outsourced services.

Description In collaboration with the relevant service owners, he/she coordinates external HR service providers and delivers predominantly administrative and back-office support across HR operations. The role ensures the accurate and timely processing of documentation, data and recurring activities supporting HR Business Partners, the HR Information Systems Specialist and the Recruitment function, while contributing to the proper activation, management and monitoring of outsourced services.

Role and duty – core business

He/She Supports And Manages The Following Activities

• Coordination of HR outsourcing processes in alignment with company policies and procurement guidelines
• Management of relationships with external HR service providers (e.g. payroll vendors, training providers, recruitment agencies, consulting firms)
• Support in supplier selection process, including requirement definition, request for proposal (RFP) preparation and evaluation
• Activation of new HR services, ensuring proper documentation, approvals, and compliance checks
• Monitoring of vendor performance through KPIs, SLAs and regular reviews
• Collaboration with Procurement and Legal for contract definition, negotiation support and renewals
• Ensuring compliance with local and European regulations related to outsourcing and data protection
• Supporting cost control and budget monitoring of outsourced HR services
• Continuous improvement of vendor management processes, tools and governance frameworks
• Acting as point of contact for HR stakeholders regarding vendor-related topics
• Providing administrative and back-office support to HR Business Partners, including document preparation, data collection, recurring reporting, meeting and process follow-up, filing and coordination of operational requests
• Supporting the HR Information Systems Specialist with data entry and validation, maintenance of employee records, preparation of standard reports, collection of user requirements, system testing, issue tracking and user support coordination
• Providing recruitment back-office support, including vacancy publication, interview scheduling, candidate and hiring manager communications, maintenance of applicant tracking records, preparation of recruitment documentation and coordination of pre-employment and onboarding administrative activities
• Ensuring the completeness, accuracy, confidentiality and traceability of HR records, supporting document archiving, deadline monitoring and compliance with internal procedures

Competences

• Knowledge of HR processes and outsourcing models
• Experience in ousourcing management and governance
• Understanding of procurement processes and contract management
• Knowledge of relevant legal and regulatory frameworks (outsourcing, GDPR, etc.)
• Strong organizational and coordination skills
• Analytical mindset and ability to monitor performance indicators
• Proficiency in Microsoft Office tools (especially Excel and PowerPoint)
• Fluent English (written and spoken)

Personal flairs

• English required
• Problem solving
• Stress management
• Flexibility
• Results-oriented mindset
• Ability to manage multiple priorities and deadlines

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