People Operations Coordinator at Scandit in Boston

Job description

• Imagine the what. Build the how.
• Scandit gives people superpowers. Whether enabling delivery drivers to make quicker deliveries, matching a patient with their medication or allowing retailers to make store operations more efficient, our technology automates workflows and provides actionable insights to help businesses in a variety of industries. Join us, as we continue to expand, grow and innovate, and help take Scandit to the next level.
• This is a broad, hands-on role at the center of the People Team, and the first point of contact for colleagues in Boston and across the Americas. Around half your time goes on core People Operations: systems, records, documentation and the employee lifecycle. A quarter is spent advising managers and employees on everyday employee relations matters. The remaining quarter supports Workplace Experience: keeping our Boston office running well and helping deliver events people actually want to come to. This role is hybrid and requires presence on-site for 3 days a week in our Boston office.
• It suits someone who enjoys variety and is equally comfortable handling a sensitive ER case in the morning, cleaning up HRIS data in the afternoon, and setting up for an all-hands the next day. You will get exposure across the whole People function and the chance to contribute real deliverables from day one. Here's how you'll contribute:

Responsibilities

• Be the first point of contact for employee queries, resolving them through our case management system or pointing people to the information they need.
• Maintain our People Systems, keeping people records accurate, delivering timely data to Payroll, and meeting federal, state and legal compliance requirements.
• Maintain HR documentation, including personnel files in hard copy, shared drives and the HRIS; create and distribute offer letters, agreements and employment verifications.
• Own the administrative side of the employee lifecycle: offers, agreements, onboarding, changes, leaves of absence and departures.
• Coordinate onboarding so new joiners have everything they need to succeed on their first day, and run Day 1 Orientation for Boston starters.
• Track spend against People budgets and support purchasing, vendor set-up and invoice processing.
• Partner with teams across the People organization to deliver projects, improve processes and drive efficiencies in areas such as learning and development, career growth, performance management, employer branding and communications, wellbeing and mental health, and diversity and inclusion.
• Leverage AI tools to speed up routine drafting, summarizing and tracking, while maintaining strong judgement around accuracy and confidentiality.
• Act as first-line advisor on employee relations matters: absence and leave, performance concerns, accommodation requests, complaints and investigations. You'll triage cases and handle straightforward ones end to end.
• Own the ER case log: record every case, track it through to resolution, and keep notes and documentation to an audit-ready standard.
• Prepare ER documentation such as invite letters, outcome letters and separation paperwork, and take minutes at formal meetings.
• Coach line managers through everyday people conversations, escalating complex, high-risk or multi-jurisdiction cases to the People Partner.
• Provide Tier 1 policy interpretation, applying US federal and Massachusetts employment law and Scandit policy consistently and fairly.
• Spot patterns across cases and flag recurring themes to the People Partner so we fix causes, not just symptoms.
• Support policy work, drafting and reviewing policies, keeping the handbook current, and helping roll out changes with clear guidance for managers.
• Keep the Boston office running smoothly: supplies, kitchen stock, non-IT equipment, shared spaces and equipment, all in line with health and safety standards.
• Coordinate in-person, virtual and hybrid events, including team meetings, training sessions, workshops, hackathons, global ESG programs and all-company celebrations.
• Handle event logistics, including room bookings, catering, A/V, signage, transport, parking and accessibility needs, and support day-of set-up, check-in, troubleshooting and breakdown.
• Manage attendee communications: invitations, RSVPs, registration lists, reminders and post-event follow-up.
• Build strong working relationships with building management, tenants and vendors, and maintain vendor lists, contracts and invoices.
• Oversee swag and office and event inventory for new hires and upcoming events, including ordering, storage and distribution.
• Support the Global Team Outing and other Workplace Experience projects alongside the wider team.

Requirements

• Experience in a People or HR operations, coordination or advisory role, ideally in a fast-growing tech or SaaS business.
• Confidence handling first-line employee relations cases, with a working knowledge of US federal and Massachusetts employment law. Exposure to other US states or to Canada and LatAm is a plus.
• Hands-on experience with an HRIS and a case management system, inputting data, maintaining records and pulling reports you can trust.
• Excellent organization and attention to detail. You juggle competing priorities and deadlines without dropping the ball.
• A real people person: a great listener and structured communicator who can deliver a "yes" and a "no" almost equally well.
• A hands-on, can-do mindset. You're happy switching between an advisory conversation, a systems clean-up and setting up a room for an event.
• Proactive ownership. You anticipate needs, communicate early and follow through reliably.
• You stay calm under pressure, professional and friendly, and you understand the need for confidentiality in everything people-related.
• Flexible and adaptable, willing to step outside your immediate scope to make a real impact.
• Business proficiency in English; Spanish or Portuguese is a plus.
• Comfortable with collaboration tools (Slack, Zoom, Google Workspace) and the usual office technology.

Skills

Required

• A hands-on, can-do mindset
• Proactive ownership
• Understand the need for confidentiality
• Flexible and adaptable
• Business proficiency in English

Preferred

• Spanish or Portuguese

Benefits

• Here are just some of the reasons why people choose to build their career at Scandit:
• We are certified as a "Great Place to Work" in 7 countries!
• Smart, people-first culture
• An attractive individual equity plan in a high growth company
• Flexible, office, hybrid or home working
• Innovation hackathons for all, not just the techies
• Global team outings
• Festive/end of year all company celebrations
• Your birthday off
• Learning and development opportunities
• Top notch tech pack to enable you to do your most productive work
• Brand new optimized-for-hybrid working HQ in Zurich as well as local offices in hotspots London, Tampere, Warsaw, Boston and Tokyo
• As well as specific benefits related to the location you are joining