HR Operations Analyst

The HR Operations Coordinator supports the Human Resources function by managing administrative, operational, and financial processes related to HR vendors, purchase orders, invoices, and budget tracking. This role serves as the primary point of contact between HR, Finance, Procurement, Accounting, and external service providers to ensure accurate processing of HR expenditures, timely vendor payments, and compliance with internal purchasing and financial controls.

The position plays a critical role in maintaining financial discipline, supporting budget management, ensuring data accuracy, and driving efficiency within HR operations.

HR Vendor & Purchase Order Management:

• Serve as the primary coordinator for HR purchase order creation, maintenance, and tracking activities.
• Process and monitor HR-related purchase requests, ensuring proper approvals, coding, and documentation.
• Coordinate with Procurement and Finance teams to establish, amend, and close purchase orders as required.
• Maintain accurate records of HR vendors, contracts, statements of work, and associated documentation.
• Support vendor onboarding and offboarding activities in accordance with company policies and compliance requirements.
• Act as a point of contact for HR vendors regarding billing, payment status, and administrative inquiries.

Invoice Processing & Vendor Billing:

• Review HR vendor invoices for completeness, accuracy, and alignment with approved contracts, purchase orders, and budgets.
• Coordinate invoice approvals with HR stakeholders and ensure timely submission to Accounts Payable.
• Monitor invoice payment status and resolve discrepancies with vendors, Finance, and Procurement teams.
• Track accruals and outstanding commitments to support accurate month-end and year-end financial processes.
• Maintain organized records of invoices, payment confirmations, and supporting documentation for audit purposes.

Budget Tracking & Financial Administration:

• Support management of HR departmental budgets by tracking actual expenditures against approved budgets.
• Prepare and maintain budget trackers, spend reports, and financial summaries.
• Monitor commitments, forecasted spending, and budget utilization across HR programs and initiatives.
• Assist HR leaders with budget planning, reporting, and variance analysis.
• Identify potential overspend risks and escalate issues appropriately.
• Maintain accurate financial data to support decision-making and departmental planning.

HR Operations & Administrative Support:

• Provide day-to-day operational support across HR programs, processes, and initiatives.
• Support documentation, record management, and operational reporting requirements.
• Maintain HR operational procedures and process documentation.
• Assist with scheduling, communications, and coordination of HR activities and projects.

Compliance & Reporting:

• Ensure adherence to company financial controls, procurement policies, and audit requirements.
• Support internal and external audits by providing required documentation and records.
• Produce regular reporting on vendor spend, budget utilization, purchase order status, and invoice processing metrics.
• Track key operational metrics and identify opportunities to improve process efficiency and service delivery.
• Support continuous improvement initiatives and process automation efforts within HR Operations.

Required Qualifications:

• Bachelor's degree in Human Resources, Business Administration, Finance, Accounting, Commerce, or a related field.
• 2 to 5 years of experience in HR operations, business operations, finance administration, procurement coordination, shared services, or a related operational support role.
• Experience managing purchase orders, invoices, vendor payments, or budget tracking activities.
• Strong proficiency in Microsoft Excel, including reporting, data analysis, and reconciliation.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Experience working with ERP, procurement, or financial systems (Coupa experience strongly preferred).

Preferred Qualifications:

• Experience supporting HR, Shared Services, or Corporate Functions.
• Familiarity with procurement and accounts payable processes.
• Exposure to budgeting, forecasting, and financial reporting processes.
• Continuous improvement or process optimization experience.

Circana Behaviors:

• Stay Curious: Being hungry to learn and grow, always asking the big questions.
• Seek Clarity: Embracing complexity to create clarity and inspire action.
• Own the Outcome: Being accountable for decisions and taking ownership of our choices.
• Center on the Client: Relentlessly adding value for our customers.
• Be a Challenger: Never complacent, always striving for continuous improvement.
• Champion Inclusivity: Fostering trust in relationships engaging with empathy, respect, and integrity.
• Commit to each other: Contributing to making Circana a great place to work for everyone.