Freelance HR Coordinator
About Toloka
At Toloka AI we create data that powers leading GenAI models and innovations. We work with frontier labs, big tech, renowned AI startups, enterprises and non-profit research organizations worldwide. We use a combination of Experts + Crowd + Tech Platform to teach AI models to reason and evaluate their efficacy and safety. We have experts in more than 50 different domains - from doctors and lawyers to physicists and engineers - and boast one of the most diverse global crowds, representing over 100 countries and speaking 40+ languages. We are a well-funded startup with an enviable portfolio of clients including Anthropic, Amazon, Microsoft, Poolside, Recraft, and Shopify.
Recently, we secured strategic investment led by Bezos Expeditions and Nebius Group with participation from Mikhail Parakhin, CTO of Shopify and board advisor to leading GenAI companies, who now serves as our Chairman of the Board. Our remote-first team is globally distributed around the world: USA, UK, the Netherlands, Serbia, and more.
About the Position
We are looking for an experienced HR Coordinator who will support the HR team across onboarding, internal communications, employee engagement, performance cycles, recognition, HR systems, documentation, and day-to-day employee support. The role requires strong organisation, attention to detail, clear communication, and the ability to manage multiple processes and deadlines in a fast-moving, distributed environment.
What you’ll do
Onboarding
- Coordinate onboarding end-to-end
- Prepare onboarding materials and Day-1 agendas
- Assign and brief buddies
- Host onboarding sessions
- Check in with new hires during their first weeks
Internal communications
- Write and send People announcements, reminders, deadlines, and process updates
- Organize online company meetings, including agenda collection and setup
- Support internal comms campaigns for new features, tools, and People processes
Surveys and review cycles
- Launch engagement, pulse, exit, and onboarding surveys
- Manage timelines, reminders, response tracking, and results packaging
- Support performance review cycles with technical preparation, scheduling, and stakeholder coordination
Recognition
- Run milestone and recognition programs: anniversaries, welcomes, celebrations, and other employee moments
- Support new recognition and culture initiatives
People-data and systems
- Process org changes in HiBob: reporting lines, teams, managers, and org structure
- Keep the org chart accurate and up to date
- Process other employment changes
- Keep organizational and performance data consistent across HiBob and Lattice
- Prepare simple reports, lists, summaries, and trackers for the People team
Documentation and process improvement
- Maintain handbook pages, FAQs, process guides, and templates in Notion and Google Drive
- Keep People documentation clear, accurate, and easy to find
- Suggest improvements to recurring People processes and workflows
Employee and manager support
- Respond to routine employee questions
- Guide people to the right process, document, or owner
- Escalate complex or sensitive cases to the right People team member
- Handle confidential information carefully and responsibly
What we’re looking for:
- 1-3 years of experience in HR, People Ops, Employee Experience, recruitment coordination, internal comms, or a similar coordination role
- High attention to detail
- Clear written communication skills
- Ability to manage several parallel processes and deadlines
- Comfort working with HR systems, trackers, documents, and collaboration tools
- Reliability with confidential information
- Proactive mindset and willingness to improve how things work
- English proficiency
Nice to have:
- Experience with HiBob, Lattice, Greenhouse, Deel, Oyster, or similar People tools
- Experience supporting onboarding, engagement surveys, performance review cycles, or internal communications
- Experience in a fast-changing tech company
- Experience of working with distributed or international teams
Remote-first, working with a globally distributed team across multiple time zones.
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