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 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.

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.

• Fluent Polish and professional English; both written and spoken.

Nice to have:

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