HR Administration Specialist
We are looking for an HR Administartion Specialist to support end-to-end personnel administration. The role will be responsible for preparing employment documentation, managing personnel files, supporting ZUS-related processes, and coordinating the legalization and right-to-work verification of foreign employees.
Location: hybrid work mode from Warsaw, 4 days a week.
Prepare and manage employment documentation, including contracts, amendments, terminations and employment certificates, using company templates and ensuring compliance with applicable Polish regulations.
Maintain accurate and up-to-date employee records, including digital and physical personnel files ensuring proper documentation and audit readiness.
Ensure data accuracy and consistency across internal HR systems (HiBob) and Polish payroll platforms (enova365, Płatnik).
Handle employee registrations, deregistrations and statutory updates with ZUS, ensuring compliance with applicable deadlines and requirements.
Monitor time and attendance records, track leave balances and entitlements and cooperate with the payroll team to ensure accurate payroll inputs and leave-related calculations.
Act as the primary point of contact for employees on HR administrative matters, providing timely support with employment documents, certificates and related requests.
Identify opportunities to streamline, automate, and standardize HR administrative processes contributing to operational efficiency within the Polish entity.
Support general office administration and ad-hoc operational activities.
3-4+ years of experience in HR administration, personnel operations, payroll support, or a similar role in Poland, ideally in an international company with headcount 400+ employees.
Experience with employment of foreign nationals in Poland and procedures involving Urząd Wojewódzki and Urząd Pracy, and the ability to independently communicate with Polish public authorities.
Solid knowledge of Polish labor law.
Experience working with HRIS and Polish payroll/HR systems.
Strong attention to detail, data accuracy, and organizational skills, with the ability to manage multiple deadlines proactively.
Fluent Polish and professional English; both written and spoken.
Responsibilities:
Requirements:
Nice to have:
- Knowledge of HiBob, eNova and Płatnik would be a strong advantage.
