Talent Operations Specialist

Role Overview

We are looking for a Talent Operations Specialist to support the effective management of the employee lifecycle, with a particular focus on onboarding, employee documentation, and talent-related reporting. The role will be responsible for ensuring that new employees experience a structured and professional onboarding process, while supporting the implementation and administration of the company’s performance management framework. The Talent Operations Specialist will work closely with employees, managers, HR, and department heads to coordinate onboarding activities, maintain accurate employee records, track probation and performance review cycles, and ensure that all talent processes are completed consistently and on time.

Key Responsibilities

Onboarding and Employee Integration

• Coordinate the full onboarding process for new employees from offer acceptance through the completion of their probation period.
• Prepare onboarding schedules, welcome packs, employee documentation, induction materials, and internal announcements.
• Coordinate with IT, Administration, Finance, and relevant departments to ensure system access, equipment, workspaces, and other requirements are ready before each employee’s joining date.
• Conduct or coordinate company orientation sessions covering policies, procedures, organizational structure, benefits, and workplace expectations.
• Ensure all required employment documents, forms, acknowledgements, and approvals are completed and properly recorded.
• Schedule introductory meetings, departmental inductions, training sessions, and key stakeholder meetings for new employees.
• Monitor onboarding progress through structured check-ins with employees and line managers.
• Collect onboarding feedback and identify opportunities to improve the employee experience and internal processes.
• Maintain onboarding checklists, trackers, employee files, and completion records.

Probation Management

• Maintain an accurate tracker of employee probation periods, confirmation dates, and review deadlines.
• Notify managers in advance of upcoming probation reviews and provide the required assessment documentation.
• Follow up with managers to ensure probation evaluations are completed within the required timeframe.
• Coordinate probation confirmation, extension, or termination documentation in line with company policies.
• Ensure all probation-related decisions, approvals, and supporting documents are properly recorded.
• Prepare regular reports highlighting pending, overdue, and completed probation reviews.

Performance Management

• Support the administration and implementation of the company’s performance management framework.
• Coordinate annual, mid-year, quarterly, and probationary performance review cycles.
• Maintain performance review calendars, employee eligibility lists, evaluation forms, and completion trackers.
• Guide employees and managers on performance review procedures, timelines, rating criteria, and documentation requirements.
• Follow up with department heads and line managers to ensure reviews are completed accurately and on time.
• Review submitted performance evaluations for completeness, consistency, and appropriate supporting comments.
• Track employee objectives, KPIs, development plans, performance ratings, and review outcomes.
• Support the documentation and monitoring of performance improvement plans.
• Maintain confidential and accurate performance records.
• Prepare performance management reports, completion summaries, rating distributions, and management dashboards.
• Support calibration meetings by preparing relevant employee and performance information.
• Identify recurring performance-related gaps and support the development of appropriate improvement initiatives.

Employee Lifecycle Operations

• Maintain accurate and up-to-date employee records throughout the employment lifecycle.
• Track employee milestones, including joining dates, probation periods, contract renewals, promotions, transfers, and performance reviews.
• Prepare employee letters and documentation related to confirmations, promotions, transfers, title changes, and other employment updates.
• Ensure employee information is accurately reflected across HR systems, trackers, organizational charts, and internal records.
• Support internal employee movements and ensure the required documentation and approvals are completed.
• Coordinate exit clearance and offboarding processes when required, including documentation, asset return