Process Documentation Specialist

About Bentley Systems

Bentley Systems is a global leader in software solutions for the architecture, engineering, and construction sectors, supporting infrastructure professionals worldwide to design, build, and manage resilient infrastructure. Established in 1984 by engineers, Bentley partners with engineering firms and owner-operators, offering software tools that cover various engineering fields, industries, and lifecycle stages. Their digital twin solutions enable unlocking data value to improve project execution and asset efficiency.

Position Overview

The Process Documentation Specialist will play a critical role in transforming the HR function into a streamlined, reusable, and automation-ready global operation. This position involves consolidating diverse sources of process knowledge such as legacy documents, subject matter expert insights, and existing practices into clear, consistent documentation. The specialist collaborates closely with HR Shared Services, Centers of Expertise, HR Business Partners, and HR Technology to detail current activities, locate gaps, and establish future-proof global HR processes. Emphasis is placed on ensuring processes are streamlined end-to-end, have defined ownership and controls, and are suited for automation capabilities.

Key Responsibilities

• Develop clear, standardized, and comprehensive HR process documentation using Bentley’s established templates.
• Transform existing fragmented documentation, various inputs, and informal notes into structured, high-quality process guides.
• Focus documentation efforts on HR Shared Services procedures at an appropriate granularity, emphasizing process flows, inputs and outputs, roles, systems, controls, and escalation paths rather than detailed step-by-step instructions.
• Engage collaboratively with HR teams and stakeholders to verify the accuracy, accountability, variations, and decision frameworks within processes.
• Assist in establishing and maintaining a global inventory of HR Shared Services processes, detailing categories, ownership, scope, and documentation status.
• Identify and address documentation deficiencies such as obsolete materials, conflicting directions, duplication, and lack of ownership clarity.
• Contribute to cleaning up the HR knowledge base by aligning knowledge articles with approved process documents and ensuring their accuracy and current ownership.
• Help implement sustainable governance for documentation, including periodic reviews, ownership responsibilities, change controls, and quality benchmarks.
• Adopt Bentley’s HRSS documentation standards focusing on simplicity, flow-centric design, separation of process from work instructions, and preparing documents for automation.
• Utilize AI tools like Microsoft Copilot sensibly to expedite drafting, reviewing, summarizing, and gap analysis of process documentation.
• Maintain a strong commitment to enhancing colleague experience by producing documentation that enables quicker, clearer, and consistent HR services.
• Work with HR Operations leaders to prioritize documentation efforts on processes that have high volume, risk, Workday relevance, colleague impact, and automation potential.
• Prepare processes for automation and intelligent AI by clearly defining triggers, inputs, outputs, systems dependencies, exceptions, and escalation rules.
• Operate in a global HR setting that may require coordination across various time zones.

Success Metrics

• Produce completed documentation for high-priority HR processes within the first year.
• Establish effective governance practices for process documentation and knowledge management.
• Enhance the consistency and ease of access to HR process documents.
• Create a robust foundation to facilitate upcoming automation and self-service HR initiatives.

Candidate Profile

• Minimum five years’ experience in HR Shared Services, HR Operations, process documentation, process improvement, knowledge management, or related operational excellence roles.
• Proven ability to clearly document business or HR processes in a structured and standardized manner.
• Strong capability to translate complex, fragmented, or informal process knowledge into understandable and practical documentation.
• Deep understanding of HR operations and employee lifecycle processes such as onboarding, offboarding, data updates, payroll coordination, leave, benefits, and case management.
• Experience with HCM systems, especially Workday, is highly desirable.
• Familiar with HR case management, knowledge base platforms, SharePoint, Microsoft Office Suite, and Microsoft Teams.
• Skilled in using process mapping/documentation tools like Visio, Lucidchart, or Miro.
• Excellent writing skills with attention to detail, able to create professional, consistent documentation while identifying process inconsistencies and ownership issues.
• Preferable experience with knowledge management, content auditing, documentation governance, or service catalog development.
• Awareness of AI tools such as Microsoft Copilot is advantageous.

Benefits

• Opportunity to join a vibrant and supportive team culture.
• Work within a renowned global software company impacting major infrastructure sectors.
• Competitive salary and comprehensive benefits.
• Strong commitment to diversity, equity, inclusion, and colleague wellbeing with global initiatives and groups.
• Chance to contribute to societal advancements by enhancing world infrastructure for quality of life and sustainability.

Equal Opportunity Employer Statement

Bentley Systems prides itself on being an equal opportunity employer, welcoming applications from all qualified individuals regardless of race, gender identity, sexual orientation, disability, religion, nationality, age, or other legally protected characteristics.