Administration & Payroll Specialist

Responsibilities:

• Updating and managing employee data across internal systems (e.g., Enova, Maconomy) and coordinating payroll data with the external payroll provider
• Coordinating the employee onboarding process and preparing employment documentation
• Managing employee contracts, personnel files, and HR documentation throughout the entire employee lifecycle, including supporting the digitalization and organization of employee files
• Administering employee benefits, including lunch cards, and preparing related reports for Finance
• Supporting payroll processes and providing accurate employee data to the external payroll office
• Registering employees with social insurance (ZUS) and coordinating required documentation
• Managing vacation limits, absences, and related HR documentation
• Coordinating occupational health and safety matters, including medical examinations and required trainings
• Preparing employment certificates and other official employment-related documents
• Supporting administrative processes related to the employment of foreign employees
• Monitoring updates in labor law and supporting internal policy and procedure changes
• Acting as the first point of contact for employees regarding HR administration matters
• Collaborating with the Employee Council and other internal departments to support a positive employee experience

Requirements:

• Minimum 3 years of experience in a similar role (HR Administration, Payroll Specialist or HR & Payroll Operations)
• Practical knowledge of Polish labor law and HR documentation processes
• Experience supporting payroll processes and cooperation with external payroll providers
• Familiarity with HR or payroll systems (experience with Enova365 is a strong advantage)
• Experience managing employee documentation across the full employee lifecycle (onboarding, employment changes, offboarding)
• Experience with ZUS registrations, employee benefits administration, and HR reporting
• Strong organizational skills and ability to coordinate multiple administrative processes with high accuracy
• Experience working closely with Finance teams and external service providers
• Good communication skills and a proactive, service-oriented approach
• Fluency in Polish and English

Offer:

• Private medical care
• Co-financing for the sports card
• Constant support of dedicated consultant
• Employee referral program