People Services Specialist, Tokyo, JAPAN, Japan

Company Description

Job Description

Primary Function of Position

As a member of the People Services team, the People Services Specialist supports day-to-day HR operations in Japan. The role responds to employee and manager inquiries, processes HR transactions, and coordinates with internal stakeholders and external service providers in accordance with established processes and guidelines. Under manager direction, the Specialist is expected to deliver accurate, timely, and professional support.

Essential Job Duties

Leave of Absence, Return to Work & Other Leave Support:

· Serve as the primary HR contact for employees and managers regarding long-term leave, such as medical, maternity, childcare, caregiving, and other leaves, providing guidance in accordance with applicable labor laws, company policies, and work rules.

· Maintain regular communication with employees on medical leave and monitor their recovery and readiness for return to work throughout the leave lifecycle.

· Support employees and managers through the return-to-work process under manager guidance, partnering with the occupational physician to develop individualized return-to-work plans, monitor progress, and facilitate a successful and sustainable transition back to work in accordance with company policies.

· Ensure leave processes are administered accurately and in compliance with applicable labor laws, company policies, and work rules by collaborating with Payroll team and other relevant stakeholders.

Occupational Health, Safety & Well-being Support：

· Coordinate and administer legally required Health and Safety Committee activities, including meeting preparation, facilitation, documentation, communication of outcomes, and follow-up actions.

· Monitor health and safety-related metrics, including working hours, overtime, and annual paid leave utilization, and coordinate follow-up activities with managers and relevant stakeholders.

· Administer the legally required stress-check program and support workplace health and well-being initiatives in collaboration with HRBL/HRP.

· Monitor employees identified for long working hours or high stress levels and coordinate occupational physician consultations and related follow-up activities in accordance with company policies and legal requirements.

· Support employee well-being initiatives in partnership with HRBL/HRP and help foster employee awareness and understanding of workplace policies, health and safety practices, and labor-related requirements.

· Coordinate employee representative nomination and election processes, maintain related documentation, and support compliance with labor law requirements.

Onboarding & New Hire Support:

· Coordinate and facilitate the Welcome Experience (New Hire Orientation) for new hires on their first day, partnering with hiring managers, Talent Acquisition, and other stakeholders to support onboarding activities in accordance with established processes and guidelines and ensure a smooth and positive onboarding experience.

· Coordinate and administer the quarterly Intensive New Hire Orientation, including cross-functional speaker coordination and event logistics, to enhance understanding of Intuitive’s culture, business, and values.

· Coordinate and facilitate quarterly networking events for new hires to foster engagement, relationship-building, and cross-functional connections.

· Gather and analyze feedback on the onboarding experience and survey results, prepare summary reports and insights, and support HRBL/HRP in developing and tracking improvement plans.

Offboarding & Fixed-Term Employment Administration:

· Conduct and coordinate exit interviews, document key themes and feedback, and escalate relevant employee experience or workplace issues to HRBL/HRP as appropriate.

· Employee Support offboarding processes by collaborating with the Payroll Team and other relevant stakeholders to ensure compliance with applicable labor laws, company policies, and work rules.

· Administer post-retirement re-employment processes, including communicating policy details and coordinating employment agreement execution and contract renewals in collaboration with HRBL/HRP, Payroll, and Hiring Managers, in accordance with applicable laws and company policies.

· Administer fixed-term employment contract renewal processes in collaboration with HRBL/HRP, Payroll, and Hiring Managers to ensure compliance with applicable labor laws, company policies, and work rules.

Employee & Manager Support:

· Respond to employee and manager inquiries by providing guidance and support in accordance with established policies, procedures, and HR practices.

· Prepare and distribute employee communications, notices, and guidance documents, ensuring accuracy, consistency, and compliance with company policies.

· Support the execution of HR initiatives, such as Performance Management and Employee Experience (EX) Surveys etc., by tracking progress, coordinating follow-up activities, and maintaining related documentation.

· Provide logistical and administrative support for HR-related training programs and initiatives, including scheduling, participant coordination, communications, material preparation, and other related logistics, in collaboration with HRBL/HRP and relevant stakeholders.

· Triage and escalate sensitive or complex employee matters as appropriate, collaborating with relevant stakeholders and facilitating timely resolution.

· Coordinate and administer the Speak Buddy English learning program, including participant enrollment, program communications, utilization monitoring, follow-up support, and reporting to promote employee engagement and program effectiveness.

Employee Relations Support & Compliance Administration:

· Maintain accurate records and documentation related to employee support matters and workplace cases.

· Support workplace investigations under manager guidance by gathering information, maintaining documentation, and preparing case materials.

Knowledge Management & Operational Support

· Coordinate and maintain Japan-specific HR operational documentation, employee guidance materials, templates, and HR HelpNow knowledge articles.

· Support localization and periodic updates of employee-facing HR content to ensure alignment with Japanese labor practices, company policies, and operational requirements.

· Track and coordinate assigned actions related to HR operational initiatives, documentation updates, and process changes.

· Partner with HRBL, Payroll, Talent Acquisition, and People Services teams to ensure HR support materials remain accurate, compliant, and accessible.

Qualifications

Skills & Capabilities:
• High level of accuracy, integrity, confidentiality, and reliability in handling employee information and HR
processes.
• Clear and professional communication with employees, managers, and service providers.
• Ability to follow established processes, manage routine priorities, maintain accurate records, and escalate
appropriately.
• Collaborative working style and willingness to learn in a cross-functional environment.
• Strong knowledge of Japanese employment laws, regulations, and workplace rules, with experience applying them to support HR processes, initiatives, and employee-related matters.

Required Skills and Experience
• High level of accuracy, integrity, confidentiality, and reliability in handling employee information and HR
processes.
• Clear and professional communication with employees, managers, and service providers.
• Ability to follow established processes, manage routine priorities, maintain accurate records, and escalate
appropriately.
• Collaborative working style and willingness to learn in a cross-functional environment.
• Strong knowledge of Japanese employment laws, regulations, and workplace rules, with experience
applying them to support HR processes, initiatives, and employee-related matters.

Language & Technical Skills:
• Native-level Japanese and business-level English communication skills.

• Basic knowledge of Japanese labor and employment laws preferred.
• Basic proficiency in Microsoft Word, Excel, and PowerPoint Required Education and Training
• Bachelor's degree or equivalent education; Human Resources, Labor Relations, Law, or Social Sciences
preferred.

Working Conditions
none

Preferred Skills and Experience
3 year of experience in people service operations