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 or Poznan

Responsibilities:

• Prepare employment and B2B contracts (employment contracts, amendments, terminations, certificates) and B2B contracts using standard company templates in compliance with Polish labor law.
• Coordinate the legalization process for foreign employees, including drafting applications for work permits (Zezwolenia na pracę), declarations (Oświadczenia), and notifications (Powiadomienia o powierzeniu pracy).
• Verify foreign candidates' right to work by reviewing their residence status (Sprawdzenie podstawy pobytu)
• Liaise with local government authorities (PUP, Urząd Wojewódzki, Straż Graniczna), regarding immigration and employment procedures.
• Maintain digital and physical personnel files (Akta Osobowe) and and proactively track deadlines for visa or residence permit renewals, ensuring that all comprehensive HR documentation for foreign nationals is up-to-date and audit-ready.
• Maintain data integrity within internal HRIS platforms (Hibob) and Polish payroll systems (eNova, Płatnik).
• Handle ZUS registrations for new hires and process structural statutory changes (including ZUS ZUA/ZUS ZZA forms) within the legally required timelines.
• Track time and attendance data, monitor timesheet completeness, and calculate holiday entitlement reserves in close cooperation with the payroll team.
• Serve as the primary point of contact for employees regarding operational documentation-related queries.
• Identify workflow gaps and recommend practical solutions to optimize, automate, or standardize HR operational processes for the Polish entity.
• Support ad-hoc general administrative office operations (merchshop activities).

Requirements:

• 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, (i.e., visa, residence permit, work authorization prolongation/expitayion, and ZUS/employment-document deadlines).
• Fluent Polish and professional English; both written and spoken.

Nice to have:

• Knowledge of HiBob, eNova and Płatnik would be a strong advantage.
• Knowledge of Russian language would be a strong advantage.