HR & Office Operations Specialist

Initially Remote Within the Bay Area | Hybrid / Onsite After Office Establishment About the Role We are an early-stage AI company establishing our US presence in the Bay Area. We are seeking a proactive, resourceful, and hands‑on HR & Office Operations Specialist to help launch our local office, build our US team, and establish the HR and operational processes needed to support our growth. Your initial priorities will be proactive talent sourcing, US team recruitment, and office setup , with hiring focused on pre-sales, business development, and related commercial roles . Our current plan is to build a US team of approximately 15–40 people , with hiring pace and final headcount determined by business needs. Strong outbound sourcing ability is essential: this role requires actively identifying and engaging candidates, not simply managing inbound applications or scheduling interviews. We will initially employ our US team through an Employer of Record (EOR) partner. As we transition to direct employment under our US entity, you will coordinate the operational transition and help design, implement, and maintain our employee benefits programs, HR systems, and local workflows. Once the team and office are established, you will continue managing day-to-day HR and office operations, with recruiting continuing as needed. This is a hands‑on individual contributor role reporting to the HR Director and North America Regional Head . You will work closely with global headquarters and specialized external providers, combining independent execution with clear communication and sound judgment. Responsibilities 1. Talent Acquisition & Proactive Sourcing Partner with hiring managers to define hiring priorities, develop candidate profiles, draft job descriptions, and manage job postings, primarily for pre-sales, business development, and other commercial positions. Use LinkedIn as the primary recruiting channel to identify, approach, and engage qualified candidates, including passive talent. Develop targeted sourcing strategies and personalized outreach rather than relying solely on inbound applications. Conduct initial candidate screening, coordinate interviews and feedback, maintain timely candidate communication, and drive recruitment progress through offer coordination and onboarding. Build and maintain qualified candidate pipelines, track sourcing effectiveness, and adjust outreach strategies based on candidate responses and hiring results. 2. US Office Setup & Operations Coordinate the practical setup of our Bay Area office, including researching workspace options, comparing providers, preparing recommendations, and coordinating implementation following leadership approval. Evaluate and manage local vendors for office equipment, supplies, facilities, and other workplace needs. Coordinate purchasing, equipment setup, and readiness for employee arrivals. Establish practical procedures for office administration, purchasing requests, expense coordination, and vendor management, supporting the transition from home‑based work to a local office. Maintain reliable day‑to‑day office operations and serve as the local point of contact for routine workplace issues, administrative requests, and team activities. 3. HR Infrastructure, Benefits & EOR Transition Research, evaluate, and recommend recruiting, HR, payroll, and internal workflow tools. Implement approved solutions and document processes for candidate tracking, employee records, onboarding, and internal approvals. Lead the operational planning and coordination of the transition from EOR‑based employment to direct employment under our US entity, working with HR leadership, finance, and relevant external providers. Develop recommendations for company‑sponsored employee benefits, including health insurance and a 401(k) retirement plan . Compare plan options, costs, employee needs, and administrative requirements, and present proposals for leadership approval. Evaluate benefits brokers, insurance providers, retirement plan providers, and other partners. Coordinate approved program implementation, including provider setup, employee communications, enrollment, and integration with payroll and HR systems. Maintain a clear transition plan covering responsibilities, timelines, and employee‑facing changes. Identify potential gaps and elevate decisions requiring leadership approval or specialist guidance. 4. Employee Lifecycle & Ongoing HR Administration Coordinate onboarding, offboarding, employment documentation, background screening, and I‑9 processes with the EOR partner initially, and with the appropriate internal teams and providers following the transition to direct employment. Manage ongoing benefits administration, including employee enrollment and changes, provider coordination, renewal planning, and routine employee inquiries. Coordinate payroll‑related inputs and employee changes with the relevant provider, finance team, and HR leadership. Maintain accurate and confidential employee records and HR documentation. Review benefits, vendors, and HR workflows regularly, recommending improvements based on employee needs, service quality, cost, and business growth. Support compliance‑related administrative activities and elevate complex employment, employee‑relations, or benefits matters to HR leadership and qualified professional partners. Work closely with the HR Director, North America Regional Head, and global HQ to align hiring priorities, office plans, and local operational needs. Provide regular updates on candidate pipelines, headcount, office setup milestones, benefits implementation, and ongoing HR activities. Maintain clear recruitment and operational trackers, highlighting progress, blockers, and decisions needed. Communicate effectively in English and Mandarin Chinese, proactively recommend solutions, and follow through on agreed actions across teams and time zones. Requirements Relevant Experience: 2+ years of hands‑on recruiting, talent acquisition, or HR experience supporting US‑based teams, including direct responsibility for sourcing and engaging candidates. Strong Proactive Sourcing Ability: Demonstrated ability to independently identify relevant talent, write personalized outreach, engage passive candidates, and build qualified pipelines through LinkedIn. Experience moving candidates from outbound outreach into interviews and hires is essential. English & Mandarin Chinese: Professional working proficiency in both languages is required. You must be able to communicate confidently with US‑based candidates and employees in English and discuss hiring priorities, candidate feedback, and HR and operational matters with global HQ in Mandarin Chinese. Ownership & Practical Execution: Comfortable balancing recruiting with hands‑on HR and office administration. Able to research unfamiliar tasks, compare options, recommend solutions, and follow through without repeated reminders in an environment where established processes may not yet exist. US HR Fundamentals: Working knowledge of US employment practices, including basic federal and California employment standards, onboarding documentation, I‑9 processes, and background screening. Sound judgment in recognizing when an issue requires guidance from HR leadership or a specialized provider. Benefits & Vendor Management: Able to research and compare US employee benefits options, develop practical recommendations, and coordinate implementation and ongoing administration with external providers, balancing employee needs, operational requirements, and company budgets. Organization, Communication & Discretion: Able to manage competing priorities, maintain accurate records, communicate progress and blockers clearly, and handle candidate and employee information confidentially. Nice to Have Experience recruiting pre‑sales, business development, sales, or other commercial talent in AI or technology companies. Experience helping establish a new office or building HR and administrative processes from scratch. Experience implementing or administering US health insurance and 401(k) programs, or supporting a transition from EOR‑based employment to direct employment. Familiarity with EOR, HRIS, ATS, or payroll platforms, including experience evaluating or implementing new tools. Experience working in the Bay Area, an early‑stage startup, or a cross‑border organization. Location & Work Arrangement Location: Bay Area, California. Work Arrangement: Initially remote within the Bay Area, transitioning to hybrid or onsite work once the local office is established. In‑person participation will be required for office setup and ongoing operations. The final office location and attendance expectations will be discussed during the hiring process; this is not intended to be a permanently fully remote role. Working Hours: This role primarily follows US Pacific Time business hours. Daytime schedules can be adjusted to accommodate required cross‑time‑zone meetings with global HQ, including evening meetings. Required meetings count as working time, and schedules will be coordinated with the employee to balance local responsibilities and global collaboration. Employment Arrangement: Employment will initially be arranged through an EOR partner, with a planned transition to direct employment under our US entity as local operations develop. This role will help coordinate that transition and establish the supporting HR and benefits infrastructure. Work Authorization: Candidates must possess valid US work authorization. Visa sponsorship is not available at this time. Annual Base Salary: $60,000–$84,000, commensurate with relevant experience and qualifications. Health Insurance: Health insurance coverage will initially be provided through our EOR partner. 401(k) Retirement Plan: Access to a 401(k) retirement savings plan will initially be provided through our EOR partner. As we transition to direct employment, the company will establish its own benefits arrangements with selected providers. Specific plan details will be communicated as they are finalized. Equal Opportunity Employer We are an equal opportunity employer and value diversity across our team. Employment decisions are based on qualifications, experience, and business needs, without regard to race, color, religion, national origin, sex, gender identity or expression, sexual orientation, age, marital status, veteran status, disability, or any other characteristic protected by applicable law. #J-18808-Ljbffr