HR Generalist EMEA

CAI Software builds digital work execution platforms and software solutions that help manufacturing businesses operate with greater clarity and control. Our people bring structure to complexity by replacing fragmented, paper-based processes with connected digital workflows that improve visibility, compliance, and decision-making in real industrial environments. With 45+ years of experience and a presence across 10+ countries, CAI combines deep industry understanding with practical technology. Our team consists of ~800 employees worldwide who work across 15 core industries and support 5,000+ customers, guided by sound judgment, long-term thinking, and outcomes that endure.

CAI Software is organized into three business units - Graphic Communications, Process Manufacturing, and Discrete Manufacturing – aligned to the markets we serve. This structure allows our teams to stay close to customer needs while operating with the scale and support of a global software company. This role is part of our Shared Services team which includes the functions that support CAI business units. This model enables deep industry focus at the BU level while benefiting from the scale, expertise, and stability of one unified organization—allowing CAI Software to deliver specialized solutions.

The HR Generalist – EMEA plays a key role in delivering high-quality HR administration and operational support across the UK and EMEA regions. This role underpins an effective HR function by ensuring smooth execution of HR processes, maintaining data integrity, and supporting both managers and employees. The position also provides first-line support on Employee Relations (ER) matters and is responsible for coordinating and managing EMEA payroll activities. Working closely with HR Business Partners EMEA / UK, the HR Generalist contributes to HR projects, drives process improvements, and supports initiatives that enhance employee engagement and organisational effectiveness.

Key Responsibilities

• Maintain and update HR systems, databases, trackers, and shared platforms, ensuring data accuracy and compliance.
• Manage relationships with third-party vendors (e.g., payroll providers, pension schemes, company cars, occupational health, benefits platforms, visa providers).
• Support onboarding and offboarding processes, including documentation and employee lifecycle administration.
• Prepare employee correspondence, including contractual changes and HR letters.
• Manage the EMEA HR inbox, ensuring timely and accurate responses, appropriate prioritisation, and escalation where required.
• Manage EMEA HR post (physical mail), including receiving, sorting, distributing, and securely storing or actioning sensitive documents in line with data protection requirements.
• Coordinate and manage payroll processes across the UK, France, Germany, the Netherlands, and Belgium.
• Act as the first point of contact for payroll-related queries (e.g., salary, deductions, benefits, holidays).
• Liaise with external payroll providers to ensure accurate and timely payroll delivery.
• Validate payroll data, track changes, and ensure compliance with local legislation.
• Provide first-line support and guidance to managers and employees on HR policies and procedures.
• Assist in handling employee relations matters, including grievances, disciplinary cases, and investigations.
• Support and attend employee meetings, ensuring accurate documentation and compliance.
• Escalate complex ER issues to HR Business Partner EMEA / UK where appropriate.
• Help develop ER knowledge by documenting processes and supporting case management.
• Act as a trusted first point of contact for HR queries across EMEA.
• Provide guidance on policies, procedures, and best practices.
• Support managers in addressing employee issues and fostering a positive working environment.
• Contribute to employee engagement, communication, and training initiatives.
• Generate and analyse HR reports (e.g., headcount, absence, holidays, payroll metrics).
• Provide insights and decision support to management through HR data.
• Ensure timely and accurate reporting to stakeholders.
• Support and lead HR projects aligned with business and HR priorities.
• Identify opportunities to improve HR systems, processes, and efficiencies.
• Document and streamline HR workflows and procedures.
• Ensure HR practices comply with local labour laws across EMEA.
• Support audits and maintain accurate HR records.
• Work with HR Business Partner EMEA / UK to implement HR strategies, policies, and procedures.
• Collaborate with HR Business Partner EMEA / UK to support regional HR strategies.
• Build strong working relationships across all levels of the organisation.

Skills & Experience

• Proven experience in an HR Generalist or HR Operations role within EMEA.
• Experience working in a global, fast-paced, and dynamic business environment.
• Experience managing or supporting multi-country payroll processes.
• Exposure to Employee Relations case support (e.g., disciplinary, grievance).
• Strong knowledge of HR processes and procedures.
• Excellent interpersonal and communication skills, with the ability to build relationships at all levels.
• Strong organisational skills with the ability to manage multiple priorities independently.
• Data-driven mindset with the ability to analyse and interpret HR metrics.
• High level of accuracy and attention to detail.
• Knowledge of employment law across the UK and EMEA (e.g., France, Germany, Netherlands, Belgium, Poland).
• HR qualification (e.g., CIPD or equivalent).
• Experience working with HRIS and payroll systems.

Core Competencies

• Demonstrates integrity, professionalism, and a high level of confidentiality.
• Strong collaboration skills with the ability to work effectively within a team environment.
• Proactive and solutions-oriented approach to problem-solving.
• Commitment to quality, accuracy, and continuous improvement.
• Results-oriented, with the ability to quickly adapt to new environments, take initiative, and deliver effectively in a fast-paced, high-pressure setting.