People & Culture Process Specialist

Future Mind is an agile, human-centric, rapidly growing organization. To support this growth, our objective is to develop and maintain a highly scalable, automated, and data-driven People Operations ecosystem.

As the People & Culture Process Specialist, you will be the executive "engine" of our People Operations Team. Your mission is to bridge the gap between strategic HR design and process excellence, connect high-level operational goals and day-to-day people initiatives, and drive organizational excellence as we scale. You will not just administer processes - you will engineer them using automation, AI, and modern HRIS frameworks to ensure our operations are as innovative as the products we build for our clients. But we need to start from reviewing the basics, together.

Why join Future Mind:

At Future Mind, we combine a remote-first culture based on trust, autonomy and ownership with the strength of the international Solita Group, creating a space for experts who value real impact on where we go as a business. We lead the change in technological development of the rapidly evolving Tech industry. Our Engineers adapt new methods and technologies which allow us to stay ahead and you will have the unique opportunity to support them by taking part in designing and implementing up-to-date HR standards.

Why is this role crucial:

We need to prepare FM for further scaling. We’re not looking for an administrator - you will be a relentless “Employee Experience Engineer”. Your task is to develop and maintain the process "clockwork" that will allow FM to scale by another 100 people in 2026 at no loss to quality of service or our remote-first culture.

Organizational Alignment:

Reporting directly to the Head of People Operations as a member of the HR Team, you will hold a pivotal role within the organization’s structure working in close partnership with the VP of Operations and the Operations Team, providing strategic and tactical support to ensure the successful execution of our HR strategy. 

1. KEY RESPONSIBILITIES

Process Development:

• Continuous improvement: Proactively identify bottlenecks, optimize workflows, design more effective processes, ensure maximum efficiency, and seamless employee experience.

• End-to-end ownership: Optimize the full Employee Lifecycle: from high-touch Onboarding through structured Performance Management, Learning & Development and Offboarding.

• Group integration: Adapt and implement Group-level initiatives (e.g., Capability Architecture, Job Architecture, Job Sizing, Pay Philosophy) within the local context.

• Documentation: Maintain clear, concise, and accessible documentation for all HR processes, ensuring organizational transparency.

  
  

Automation, AI, Data & Systems Management:

• HR tool stack optimization: Administer and advance our toolset for engagement, leave management, time tracking, resource allocation, performance management etc.

• Automation: Leverage AI-based solutions and other innovative tools, to streamline workflows and enhance data accuracy.

• Data intelligence: Maintain a "single source of truth" by integrating data across platforms and building sophisticated dashboards to support strategic decision-making based on selected KPIs.

  
  

Support of Leader Enablement & Training:

• Design and support facilitation of workshops/training for Team Leaders regarding HR tool and process adoption.

• Support leaders in process execution (e.g., monitoring quarterly review cycles, assisting in difficult management conversations).

• Identify Learning & Development requirements and implement relevant training programmes utilizing internal and external resources.

  
  

Operational Execution:

• Take an active role in key Employee Lifecycle stages where necessary.

• Coordinate and execute HR projects and processes from initial concept through to process stabilization.

• Support the HR and Operations Team in internal resource planning, settlement, reporting etc.

2. CANDIDATE PROFILE

Priority Traits:

• High agency (Ownership): Strong focus on delivery. Our ideal candidate does not wait for instructions, but creates them.

• Digital savviness: Ability to learn new solutions and tools and adapt quickly. Familiarity with AI and process automation tools (e.g.: Make.com, n8n, Gen AI, AI agents) will be a significant advantage.

• Research: The role relies heavily on the ability to conduct relevant research, compare design and implement solutions based on the gathered information. 

• Analytical mindset: Ability to connect the dots, draw conclusions from data, and translate it into efficient, functional processes.

• Communication: Ability to explain complex processes in a simple, concise manner.

• Creating process documentation: Your role will involve creating clear process manuals for Future Mind leaders and teams.

• Proficiency in Excel and data analysis: Ability to create and analyze complex spreadsheets and reports. A messy spreadsheet is something you want to clean, not avoid.

• Multitasking, prioritizing, managing workload: You should be able to manage your time efficiently under pressure and keep deadlines without missing any details. 

• Fluency in English: As we are working in a multinational environment knowledge of English at least at C1 level is required. 

  
  

Experience:

• Deep HR experience is not mandatory if the candidate demonstrates exceptional operational intelligence and understands Tech industry dynamics. We do expect a minimum of 3 years experience in a business environment.

• Experience in project or process management will also be a significant advantage.

3. KEY PERFORMANCE INDICATORS

• Automation rate: Reduction of manual tasks in the employee lifecycle.

• Leadership support: Ensuring readiness of managers to carry out HR processes.

• Timely process execution: Timely execution of all HR processes with managers.

• Process adoption: Success and speed of process implementation and integration.

• Documentation clarity: Completion and accessibility of the HR Knowledge Base.