Entry-Level HR Administrator — AI-Driven HR Operations & HRIS

Prefered skills

English, Human Resources (HR), HR Operations, Payroll Systems, Auditing, Human Resources Information Systems (HRIS), Onboarding, Payroll Administration, Spoken English, Operations

Job description

Entry-Level HR Administrator AI-Driven HR Operations & HRIS
In-Office Role Pretoria, South Africa
Salary: R300, 000 R420, 000 per year (Gross)

About Trademarkia
Trademarkia is a global legal-technology company operating across the United States, Europe, Africa, and Asia. We build systems that combine law, automation, and artificial intelligence to run scalable, high-discipline operations. We operate across the United States, Europe, Africa, and Asia and are building a high-discipline, centralized operations hub in Pretoria.

As we scale, we are intentionally moving away from fragmented, low-ownership HR work and toward fewer people with higher accountability. This role is a critical part of that shift.

Role Overview
We are hiring an HR Administrator / HR Officer to support and run day-to-day HR Operations and HR Information Systems (HRIS) from our Pretoria office. This role is hands-on, operational, and accountability-driven. You will not simply process requests. You will be expected to know what is happening across the company and keep systems accurate, up to date, and audit-ready at all times. This role is ideal for someone with 12 years of HR experience who wants to grow quickly into a senior HR Operations or HRIS role by taking real ownership.

AI is not optional in this role.
You are expected to use AI tools to:

• Reduce manual work
• Detect errors early
• Improve clarity and documentation
• Scale accuracy as the company grows

AI should make you faster and more precise, not replace your judgment.

In-Office & Travel Requirements (Non-Negotiable)

• Full-time, in-office role in Pretoria
• Remote or hybrid work is not available
• Must be legally eligible to work in South Africa
• Must be willing and able to travel internationally, including occasional travel to the United States or other company locations for onboarding, audits, or operational setup

Core Expectations of the Role
At any time, you should be able to help answer (or quickly produce data for):

• Who is currently employed
• Who has joined or left, and when
• Who is on payroll and why
• How much leave employees have taken or exceeded
• What assets (laptops, equipment) employees are holding
• Whether onboarding and offboarding were completed correctly

Lack of awareness or someone else handles that is not acceptable in this role.

Detailed Responsibilities1. HR Administration & HRIS Management

• Maintain accurate employee records (start dates, end dates, roles, compensation changes)
• Update HR systems (e.g., BambooHR, ADP, or similar) for hires, exits, and changes
• Maintain a clean, centralized repository of employment contracts and HR documents
• Maintain an up-to-date resume and hiring database
• Generate basic HR dashboards and reports (headcount, leave, changes)

2. AI Expectations in This Role
You are expected to actively and responsibly use AI tools (e.g., ChatGPT, Claude, internal AI systems) to:

• Draft and standardize HR documentation and checklists
• Generate audit-ready summaries of HR data
• Create onboarding, offboarding, and compliance workflows
• Identify inconsistencies in payroll, leave, or employee records
• Summarize trends from HR reports (churn, leave, headcount changes)

AI is a tool, not an excuse.

• You remain fully accountable for accuracy and outcomes.

3. Payroll & Leave Administration Support

• Prepare and track payroll inputs for review
• Ensure new hires and exits are reflected correctly in payroll systems
• Track paid and unpaid leave balances
• Flag over-leave, discrepancies, or missing data
• Coordinate with Finance to prevent payroll errors or overpayments

4. Onboarding & Offboarding Ownership

• Run standardized onboarding checklists for every new hire
• Ensure handbook, policies, and required acknowledgements are signed
• Coordinate email, system, and tool access with IT
• Ensure employees understand expectations, reporting lines, and metrics
• Manage offboarding checklists, including last working day confirmation, payroll cutoff inputs, and asset return tracking

5. Asset & Equipment Tracking

• Maintain a ledger of company assets (laptops, phones, equipment)
• Track assignment, custody, and returns
• Coordinate with IT and Finance to ensure accountability for company property
• Flag missing or unreturned assets promptly

6. Performance, Reviews & Growth Support

• Track performance review schedules and deadlines
• Support self-evaluations, manager reviews, and documentation
• Help distribute and collect feedback or evaluation forms
• Support performance improvement processes when required
• Maintain records related to performance and growth discussions

7. Training & Employee Development Support

• Maintain a centralized training and learning library
• Track employee training completion
• Support individual growth plans and documentation
• Help ensure employees are not stagnating in repetitive roles

Required Qualifications

• 02 years of professional experience in HR, operations, analytics, business administration, or a closely related role
• Bachelors degree required from a top-tier or highly selective university
• Minimum GPA: 3.7 or equivalent, with strong academic performance in:
• Analytical or quantitative coursework
• Business, economics, law, computer science, engineering, or related fields
• Exceptional English proficiency (written and spoken), suitable for global, professional communication
• Demonstrated analytical thinking, precision, and attention to detail
• Strong comfort with AI tools (e.g., ChatGPT, Copilot, Claude) used to improve accuracy, speed, and quality of work
• Ability to learn complex systems quickly and operate with high ownership and accountability
• This role is entry-level in title only. We are specifically seeking candidates with elite analytical ability, strong academic discipline, and the capacity to grow quickly into senior HR Operations or HRIS responsibilities.

Preferred Qualifications

• Experience supporting multi-country or global teams
• Experience working closely with Finance or Operations
• HR diploma or degree (preferred but not mandatory)
• Strong Excel or reporting skills

Salary & Compensation

Salary Range (Gross, Annual):
R300, 000 R420, 000
(Approximately R25, 000 R35, 000 per month)
Salary is based on experience, demonstrated capability, and accuracy of work.

Growth Opportunity

• Clear performance-based reviews
• Opportunity to grow into HR Operations or HRIS leadership roles
• International exposure through travel and global coordination

Mandatory Application Requirement Loom Video
If you make it through our prescreen, you will be required to submit a 35 minute Loom video as part of the next step in the application process.
This Loom video is used to assess communication skills, ownership mindset, and attention to instructions.
Candidates who pass the prescreen will receive detailed instructions on:

• What to cover in the video
• How to submit the Loom link
• The deadline for completion

Failure to submit the Loom video as instructed will result in removal from the process.

Please follow the steps below carefully:

1. Apply through LinkedIn
2. Answer all prescreen questions honestly and completely

Our team will review all applications. If you pass the prescreen stage, we will contact you with next steps, including interview details and additional requirements.