HXVN_HR Specialist (Recruitment & Onboarding)

Position Description

The HR Specialist (Recruitment & Onboarding) supports workforce ramp-up and stable operations by delivering end-to-end recruitment coordination and high-quality onboarding for HAECO Vietnam at Van Don. The role manages hiring logistics, candidate communication, offer and joining documentation workflows, and ensures new joiners complete induction and are “day-one ready” (access, tools, training).

In addition, the role provides first-line support for daily employee HR queries and contributes to site engagement activities to strengthen communication, belonging, and retention.

What You'll Do

1) Recruitment Delivery & Coordination

• Support requisition fulfillment by coordinating the end-to-end recruitment process with hiring managers (job posting, screening coordination, interview scheduling, interview packs, feedback capture).
• Maintain strong candidate communication: interview confirmations, follow-ups, outcome updates, joining instructions, and document collection reminders.
• Coordinate recruitment channels and partners (agencies/schools/job boards) in line with agreed hiring strategy; track candidate pipelines and outcomes.
• Prepare recruitment status updates and dashboards (open roles, pipeline health, time-to-fill indicators) for the HR & Admin Manager and hiring managers.
• Ensure recruitment documentation is complete and properly filed (applications, interview records, selection justification where required).

2) Offer, Pre-employment Checks & Joining Readiness

• Coordinate offer issuance workflow and acceptance process (offer letters/contract admin support as per local process).
• Manage pre-employment steps as applicable (medical checks, background checks, reference checks) and track completion before start date.
• Confirm joining logistics and day-one readiness with relevant functions (IT account access, ID card, PPE/uniforms if applicable, workstation, security gate access).

3) Onboarding & Induction Execution

• Own onboarding scheduling and administration: joining documents, HR briefing, policy acknowledgements, benefits enrolment instructions, induction agenda coordination.
• Coordinate site induction with Safety & Quality and relevant departments; track completion and chase outstanding requirements.
• Ensure new joiners receive clear communication and a consistent onboarding experience; collect feedback and propose improvements.

4) Daily HR Frontline Support (Employee Queries)

• Serve as a first point of contact for routine HR queries (leave/attendance process, benefits and insurance guidance, policy clarifications, document requests, employment letters).
• Log and track queries to closure; escalate complex/ER-sensitive matters to the HR & Admin Manager promptly with clear facts and documentation.
• Support basic HR administration tasks as assigned (employee data updates, file maintenance, letter preparation, probation date tracking support).

5) Engagement Activities & Communications Support

• Support planning and execution of site engagement initiatives (welcome activities, townhall logistics, recognition moments, festive events, pulse check administration).
• Assist in preparing employee communications (notices, onboarding packs, Q&A documents, policy reminders), ensuring clarity and consistency.
• Collect employee feedback and highlight recurring themes/risks to HR & Admin Manager for action.

6) Compliance, Records & Data Quality

• Maintain accurate recruitment and onboarding records, ensuring confidentiality and compliance with internal controls.
• Support HR data accuracy by ensuring joiner information is complete and correctly submitted for downstream processes (HRIS/payroll inputs as applicable).
• Follow document retention and privacy practices for candidate and employee information.

What You'll Need

Experience

• 3–6+ years of HR experience, with strong focus on recruitment coordination and onboarding (in-house or agency background acceptable).
• Experience supporting high-volume or ramp-up hiring is preferred.
• Hands-on experience working with hiring managers and multiple stakeholders in a site environment is an advantage.
• Familiarity with Vietnam employment documentation and common onboarding requirements preferred.

Qualifications

• Bachelor’s degree in human resources, Business Administration, or related discipline (or equivalent experience).
• Language: Vietnamese (native/fluency) required; English working proficiency required. Chinese is an advantage.
• Willingness to work on-site in Van Don and provide flexibility during hiring peaks.