Position: US HR & Contracts Specialist

Job Summary

The US HR & Contracts Specialist is responsible for managing employee HR activities and supporting the preparation, review, execution, tracking, and administration of employment, consultant, client, and vendor contracts. The role coordinates closely with HR, Recruiting, Sales, Finance, Payroll, Legal, and Operations teams to ensure accurate documentation, timely contract execution, and compliance with company policies and applicable requirements.

A. US HR Responsibilities

1. Recruitment & Hiring Support

- Coordinate with recruiters and hiring managers on open positions.
- Support candidate documentation and hiring processes.
- Coordinate interviews, offer approvals, and pre-employment requirements.
- Prepare employment-related documents and offer letters.
- Maintain accurate candidate and employee records.

2. Employee Onboarding

- Manage the employee onboarding process from offer acceptance through start date.
- Collect required employee documentation.
- Coordinate Form I-9 and other applicable employment documentation.
- Coordinate with Payroll, IT, Finance, and managers for onboarding.
- Conduct HR orientation and communicate company policies.
- Maintain complete and accurate personnel files.

3. Employee Records & HR Administration

- Maintain employee records in HRIS and internal systems.
- Update employee information, compensation, job title, manager, location, and employment status.
- Track employee start dates, assignments, promotions, transfers, and other HR changes.
- Maintain confidentiality of employee information.

4. Payroll & Benefits Coordination

- Coordinate with payroll regarding employee hours, salary changes, bonuses, deductions, and other payroll inputs.
- Review payroll-related information for accuracy.
- Support medical, dental, vision, life insurance, retirement, PTO, and other benefits administration.
- Coordinate employee benefit enrollment and changes.

5. Employee Relations

- Serve as an HR point of contact for employee questions and concerns.
- Coordinate with management regarding employee relations matters.
- Maintain appropriate documentation for workplace issues.
- Support performance management and disciplinary processes.
- Escalate sensitive or legal matters to management or legal counsel.

6. Leave & Attendance Management

- Track PTO, vacation, sick leave, holidays, and other applicable leave.
- Coordinate leave requests with employees and managers.
- Maintain accurate attendance and leave records.
- Coordinate approved leave information with payroll.

7. Performance Management

- Coordinate employee performance reviews.
- Maintain performance evaluation records.
- Track promotions, salary revisions, performance improvement plans, and other personnel actions.
- Assist managers with performance documentation.

8. Employee Offboarding

- Manage resignation and termination documentation.
- Coordinate exit interviews.




- Coordinate final payroll and benefits information.
- Work with IT to terminate system access.
- Collect company property where applicable.
- Maintain separation records.

B. US Contracts Responsibilities

1. Contract Preparation

- Prepare and coordinate employment agreements, offer letters, consultant agreements, contractor agreements, NDAs, MSAs, SOWs, and other business documents using approved company templates.
- Ensure required commercial and employee information is accurately included.
- Coordinate contract revisions with the appropriate internal stakeholders.

2. Contract Review & Coordination

- Review contracts for key business terms and identify items requiring management or legal review.
- Track important provisions such as:

- Contract term
- Start/end dates
- Payment terms
- Rates
- Work location
- Termination provisions
- Notice periods
- Confidentiality
- Intellectual property
- Insurance requirements
- Indemnification
- Non-solicitation provisions
- Compliance requirements

- Escalate legal or unusual provisions to qualified legal counsel rather than making independent legal determinations.

3. Client & Vendor Contracts

- Coordinate execution of client agreements and vendor agreements.
- Maintain records of MSAs, SOWs, POs, subcontractor agreements, and other commercial documents.
- Track contract status from draft through signature.
- Follow up with clients, vendors, and internal stakeholders for pending signatures.

4. Contract Management

- Maintain a centralized contract tracker.
- Track:

- Contract number
- Client/vendor name
- Consultant name
- Contract type
- Effective date
- Expiration date
- Rates
- Payment terms
- PO number
- Renewal date
- Notice period
- Contract status

- Monitor upcoming contract expirations and renewals.
- Send reminders to responsible teams before important deadlines.

5. Purchase Orders & SOW Management

- Coordinate with clients and vendors regarding PO issuance and renewal.
- Verify that POs correspond with approved contracts/SOWs.
- Track PO balances and expiration dates.
- Coordinate with Finance and Accounts Receivable regarding invoice eligibility and contract requirements.
- Follow up on missing or expired POs.

6. Contract Compliance

- Ensure employees, consultants, and vendors complete required documentation.
- Track contractual compliance requirements such as insurance certificates, background checks, confidentiality agreements, and other client requirements.
- Maintain supporting documentation for audits and internal reviews.
- Coordinate with HR, Finance, Operations,



and Legal regarding compliance issues.

7. Contract Changes & Renewals

- Coordinate amendments, extensions, rate changes, scope changes, and renewals.
- Obtain appropriate internal approvals before contract changes are implemented.
- Maintain executed copies of amendments and updated agreements.
- Track renewal deadlines and required notice periods.

8. Invoice & Contract Coordination

- Coordinate with Finance/Accounts Receivable to ensure invoices comply with contract terms.
- Verify rates, billing periods, PO information, and payment terms.
- Assist in resolving invoice disputes related to contract terms.
- Track contract-related payment issues and coordinate with the appropriate teams.

C. Documentation & Reporting

Prepare and maintain regular reports such as:

- Employee headcount report
- New hire report
- Employee separation report
- Employee contract report
- Consultant contract report
- Client contract tracker
- Vendor contract tracker
- MSA/SOW tracker
- PO tracker
- Contract renewal/expiration report
- Payment-term report
- Contract compliance report
- Pending signature report

D. Cross-Functional Responsibilities

Work closely with:

HR

- Employee records
- Onboarding/offboarding
- Benefits
- Performance management

Recruiting

- Candidate documentation
- Offers
- Consultant onboarding

Sales/Business Development

- Client contracts
- MSAs
- SOWs
- Rate negotiations and commercial documentation

Finance/Accounts Receivable

- Billing rates
- POs
- Payment terms
- Invoice compliance

Payroll

- Employee compensation
- Timesheets
- Payroll changes

Legal

- Contract review
- Legal provisions
- Contract disputes
- Compliance matters

Operations

- Consultant assignments
- Contract renewals
- Documentation and process management

E. Key KPIs

AreaKPIHROnboarding completion rateHRPayroll/HR data accuracyHREmployee request response timeHREmployee record accuracyContractsContract execution turnaround timeContractsPending contract agingContractsContract renewal trackingContractsPO accuracy and availabilityContractsContract documentation completenessComplianceTimely completion of required documentationReportingAccuracy and timely submission of reports

Required Skills

- Knowledge of US HR and staffing processes
- Contract administration experience
- Understanding of US IT staffing/consulting agreements
- Strong knowledge of MSAs, SOWs, POs, NDAs, and consultant agreements
- Strong documentation and organizational skills
- Excellent communication and negotiation coordination skills
- Proficiency in Microsoft Excel, Word, Outlook, and HR/contract management systems
- Ability to coordinate with US clients, vendors, employees, consultants, and internal teams
- Solid attention to detail and confidentiality
- Ability to work with US time zones
- Ability to identify contractual issues and escalate legal matters to appropriate counsel

📌 US HR & Contracts Specialist (Hyderabad)
🏢 UNITED IT TECHNICAL SERVICES
📍 Hyderabad