Japan HR Specialist

Your Role:

We are looking for a dynamic and detail-oriented HR Specialist who will serve as a single point of contact for end-to-end recruitment and onboarding activities, with a primary focus on Japan and flexibility to extend support across the broader APAC region and other markets as needed.

In this hybrid role, you will bridge two critical HR functions, Recruitment & Onboarding, ensuring a seamless candidate experience from the moment a role is identified through to the successful integration of new hires into the organization. You will partner closely with Recruiters, HR Business Partners, Centers of Excellence, and Line Managers to deliver high-quality, compliant, and timely HR services anchored on KPIs and SLAs.

Key Responsibilities

Talent Sourcing & Pipeline Development

Identify, attract, and assess top talent to join the growing organization across Japan with flexibility to support APAC region and other markets as needed.

Partner with Talent Acquisition and Line Managers to understand talent needs and co-develop targeted sourcing strategies (target company lists, required experience levels, and technical skill requirements).

Actively source, approach, and conduct initial candidate interviews; present qualified shortlists to Recruiters and Hiring Managers.

Proactively build and maintain talent pools using CRM tools, keeping future prospects engaged and nurtured for pipeline continuity.

Develop deep market intelligence on competition, talent landscape, and skills availability within Japan and the broader APAC region.

Leverage advanced sourcing tools including LinkedIn Recruiter, Boolean search techniques, and other networking platforms.

Ensure accurate documentation in the Applicant Tracking System (ATS) and full compliance with sourcing procedures, policies, and data privacy regulations.

Recruitment Administration & Onboarding Operations

Provide end-to-end administrative and operational support for Recruitment and Onboarding activities (i.e. interview scheduling, offer letter creation, system onboarding, pre-employment activities, e-filing)

Proactively gather payroll and personnel-related information; create offer letters and all onboarding-related documentation in compliance with Japanese labour law and company policies.

Maintain and administer employee information in HR systems, including Employee Central, SAP, and other applicable platforms.

Collaborate with country and regional HR stakeholders to ensure sustained and smooth delivery of onboarding activities.

Ensure all customer expectations (employees, managers, local HR) are addressed professionally, effectively, and efficiently.

Handle Tier 1 HR functions including case management, customer inquiry handling, data management, personnel administration, organization management, and vendor management.

Maintain a thorough understanding of HR data confidentiality requirements, including the handling of sensitive personnel information in compliance with applicable data protection regulations.

Continuous Improvement & Stakeholder Collaboration

Actively contribute to process improvement initiatives and the development of the HR function overall.

Develop and share know-how on tools, market trends, and best practices across the team.

Seek and act on constructive feedback; work with leadership to achieve agreed performance and developmental objectives.

Demonstrate flexibility and adaptability to meet operational hours and real-time business requirements across multiple time zones.

Drive for efficiencies and continuously identify opportunities for improvement within assigned functional areas.

Who You Are:

Qualifications & Experience

Bachelor's degree in Human Resources, Business Administration, or a related field.

3-5+ years of experience spanning talent sourcing, recruitment, and HR operations/onboarding, preferably within a multinational or shared services environment.

Hands-on experience supporting Japan-based HR operations; familiarity with Japanese employment practices, and cultural nuances strongly preferred.

Proven experience in managing end-to-end sourcing strategies across regional markets and diverse skill sets.

Strong track record in building and maintaining relationships with internal stakeholders and external candidates.

Technical Skills

Experience using Applicant Tracking Systems (ATS) and CRM tools for candidate pipeline management.

Proficiency in HR systems and tools such as Employee Central, Phenom, SAP (P40), SuccessFactors, Smart Recruiter, Taleo, or equivalent.

Familiarity with Case Management system such as ServiceNow

Resourceful in advanced sourcing tools: LinkedIn Recruiter, Boolean search, and other social/professional networking platforms.

Proficient in MS Office applications (Word, Excel, PowerPoint, Outlook).

Language Requirements

Business-level Japanese (spoken and written) at an N2 level or higher, required for effective stakeholder and candidate engagement in Japan.

Business proficiency in English, required for regional and global collaboration.

Core Competencies

Sharp interviewing skills with the ability to screen candidates for both technical competencies and cultural fit.

Exceptional communication and interpersonal skills; able to influence and build relationships at all levels of the organization.

Strong organizational and documentation skills with high attention to detail.

Analytical and research-focused mindset; ability to derive insights from talent market data.

High level of flexibility, creativity, pragmatism, and personal drive in a fast-paced, matrixed environment.

Ability to work independently while contributing meaningfully as part of an international, virtual team.

Demonstrated understanding of data confidentiality and compliance standards relevant to HR activities.