Human Resources Specialist

Valextra; Lombardia; On-site; EUR 45,000 - 65,000; Full time

Job summary

Valextra is seeking an HR Specialist to join its Human Resources team in Milan. The role focuses on HR administration, payroll coordination and employee data management, ensuring accuracy and compliance across the lifecycle.

You will also contribute to recruitment, onboarding, internal HR communications and support external payroll providers. Working with the HR team, managers and external providers, you will help improve HR processes and drive digitalisation across HR activities while

Qualifications

• Bachelor’s degree in HR, business administration, economics, law or related field.
• Experience as HR Generalist, HR Specialist or HR Administrator, preferably in an international environment.
• Fashion/luxury context experience is a plus.
• Solid knowledge of HR administration and employee lifecycle processes (contracts, attendance, payroll).
• Experience liaising with external payroll providers and managing monthly payroll inputs and deadlines.
• Familiarity with HRIS, attendance systems and Microsoft Office, especially Excel.
• Excellent organisational skills and ability to manage multiple priorities.
• Confidential information handling with discretion and professionalism.
• Italian and English fluency.

Responsibilities

• Manage day-to-day HR administrative activities across the employee lifecycle.
• Coordinate monthly payroll activities with external provider and ensure accurate inputs.
• Oversee attendance/time-tracking, timesheets, overtime, absences and holidays.
• Maintain employee records, personnel files and HR databases with accuracy.
• Assist benefits administration, communication and onboarding activities.
• Support HR reporting, data analysis and intranet HR content updates.
• Contribute to recruitment, onboarding, internal communications and policy development.
• Support GDPR compliance and sensitive information handling.

Skills

HR administration

Payroll coordination

Data management

Attention to detail

Communication skills

Education

Bachelor's degree in HR / related field

Tools

HRIS systems

MS Excel

Job description

Valextra is looking for an HR Specialist to join its Human Resources team, supporting the day-to-day management of HR operations and contributing to the development and implementation of HR processes, policies and projects. The role will report to the Global HR Director and is based in Milan.

The role will have a strong focus on HR administration, payroll coordination and employee data management, ensuring accuracy, compliance and efficiency across the employee lifecycle. The position will also contribute to recruitment and selection, onboarding, internal HR communication and oversee the general services activities.

Working closely with the HR team, employees, managers and external providers, the successful candidate will play a key role in ensuring smooth HR operations and supporting the continuous improvement and digitalisation of HR processes.

Key Responsibilities

1. HR Administration & Payroll Coordination

• Manage day-to-day HR administrative activities throughout the employee lifecycle, from hiring to termination.
• Act as the main point of contact for the external payroll provider, coordinating monthly payroll activities and ensuring the timely and accurate delivery of payroll inputs.
• Manage monthly attendance and time-tracking processes, including the review and closure of timesheets, overtime, absences, holidays, leave and other payroll-related variables.
• Collect, verify and transmit employee data and payroll information, supporting the review of payslips and the resolution of payroll discrepancies.
• Prepare, manage and maintain employment documentation, including employment contracts, amendments, letters, extensions, terminations and other HR communications.
• Maintain and update employee records, personnel files and HR databases, ensuring data accuracy, confidentiality and compliance with applicable legislation and internal procedures.
• Support the administration of employee benefits, welfare initiatives, meal vouchers and other compensation-related processes.
• Liaise with external consultants, payroll providers and relevant internal stakeholders on HR administrative and employment-related matters.
• Monitor administrative deadlines and support compliance with applicable labour legislation, collective bargaining agreements and company policies.

2. HR Systems, Reporting & Internal Communication

• Maintain and update the company's HRIS and employee databases, ensuring the accuracy and consistency of employee information.
• Support the collection, consolidation and analysis of HR data, preparing periodic reports and management information on headcount, recruitment, turnover, absences and other HR KPIs.
• Manage and maintain the HR section of the company intranet, keeping organisational information, employee profiles, internal documents and HR content accurate and up to date.
• Support the development and implementation of digital HR tools and the continuous improvement of administrative workflows.
• Contribute to internal HR communications, preparing and distributing employee announcements, HR updates and other corporate communications.
• Ensure the appropriate handling of confidential employee information in accordance with GDPR and company procedures.

3. Recruitment & Selection

• Support recruitment activities across corporate and retail functions, in collaboration with hiring managers and the HR team.
• Prepare and publish job advertisements across relevant recruitment channels.
• Screen CVs, conduct initial interviews and coordinate the selection process.
• Manage candidate communications, interview scheduling, feedback collection and recruitment documentation.
• Maintain candidate databases and recruitment trackers, monitoring the progress of open positions.

4. Onboarding & Employee Lifecycle

• Coordinate onboarding activities for new hires, ensuring a smooth and consistent candidate-to-employee transition.
• Prepare hiring documentation and coordinate the collection of the information required for employment and payroll purposes.
• Liaise with relevant departments to organise induction activities, IT access, equipment and other onboarding requirements.
• Support probation-period follow-ups and maintain communication with employees and managers throughout key stages of the employee lifecycle.
• Coordinate offboarding activities, ensuring the completion of administrative requirements, documentation and internal procedures.

5. Training

Support the planning, organisation and coordination of training activities, in collaboration with internal stakeholders and external providers.

• Coordinate and monitor mandatory employee training activities in accordance with applicable legislation, with particular focus on health and safety training requirements under Legislative Decree 81/2008.
• Plan and organise mandatory training sessions and refresher courses, ensuring compliance with statutory deadlines and training requirements based on employees’ roles and responsibilities.
• Liaise with external training providers, consultants, the HSE function and relevant internal stakeholders to schedule courses, manage registrations and coordinate training activities.
• Monitor training completion, attendance and renewal deadlines, maintaining accurate and up-to-date training records, certificates and supporting documentation.
• Support the collection and maintenance of documentation relating to mandatory training, in accordance with applicable legal requirements and internal procedures.

6. Employee Relations & HR Support

• Provide guidance on employment documentation, attendance, leave, benefits and other employee-related requests.
• Support the communication and implementation of HR policies, procedures and employee initiatives.
• Escalate complex employee relations or employment matters to the appropriate HR contact.

Skills & Qualifications

• Bachelor's degree in Human Resources, Business Administration, Economics, Law or a related field.
• Previous experience in an HR Generalist, HR Specialist or HR Administration role, preferably in a structured and international organisation.
• Experience in fashion / luxury context is a plus.
• Solid knowledge of HR administration and the employee lifecycle, including employment contracts, attendance management and payroll processes.
• Experience liaising with external payroll providers and managing monthly payroll inputs and deadlines.
• Familiarity with HRIS platforms, attendance management systems and Microsoft Office, particularly Excel.
• Excellent organisational skills, attention to detail and ability to manage multiple priorities.
• Ability to handle confidential information with discretion and professionalism.
• Fluency in Italian and English.

Personal Attributes

• Highly organised, accurate and detail-oriented.
• Proactive and solution-oriented, with a hands-on approach.
• Reliable in managing deadlines, administrative processes and sensitive information.
• Comfortable working in a dynamic, international and fast-paced environment.
• Interested in continuous improvement, digitalisation and the evolution of HR processes.