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.

[Important Notice] Scam Alert Regarding Fake Job Postings

It has come to our attention that an individual or group is fraudulently impersonating Toloka to post fake jobs and solicit personal information from applicants. Please be aware:

Official Communication: Our recruiting team will only contact you from an official "toloka.ai" email address. We will NEVER use Gmail, Yahoo, Tolokainc, toloka.inc,  or other personal or seemingly business email accounts.

Our Process: We will never ask for your bank account details, credit card number, or any fees as part of the application or interview process.

Official Listings: All legitimate job openings are posted on our official careers page: https://toloka.ai/careers#job-list

What to do: If you see a suspicious job posting or have been contacted by someone you suspect is a scammer, please do not provide any personal information. Instead, report the incident to us directly at security@toloka.ai and report the profile/post to LinkedIn. We are taking this matter very seriously and are working with the appropriate parties to resolve it.

Thank you for your vigilance!

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