HR Administration and Payroll Specialist

We are inviting an experienced HR Administration and Payroll Specialist to join our team and play a key role in supporting our organization’s most valuable asset – our people. In this position, you will ensure smooth and compliant HR and payroll processes, from onboarding and offboarding to benefits administration, contract management, payroll input, and absence tracking. You will also manage health & safety matters, employee files, employer-related documentation, and audits. As the first point of contact for employees, you will provide timely support and maintain accurate, up-to-date personnel records, helping us create a positive and efficient workplace.

Responsibilities and Duties 

1. Annexes Management 

• Oversee updates to salary raises, job titles, work time changes, etc. 

• Prepare and process payroll-related documentation. 

• Collect signatures and maintain compliance for HR-related documents. 

1. Absence Management 

• Report employee absences to relevant stakeholders. 

• Process employee leave and absence requests 

• Maintain and share monthly/annual vacation overviews with clients. 

• Update employee files upon request by the P&C UA. 

1. Contract Extensions 

• Draft and manage all documentation for contract renewals, ensuring legal compliance. 

1. Benefits Administration 

• Handle employee requests for joining or resigning from benefit programs. 

• Update the system regarding partners and children, families 

• Collect and validate benefit pricing updates. 

• Verify payroll accuracy after implementing benefit changes. 

1. Medical Check-Ups and H&S Trainings 

• Monitor deadlines for mandatory medical check-ups and H&S training. 

• Schedule appointments and arrange external training sessions. 

• Communicate with employees to ensure timely compliance. 

• Participate in monthly and annual report H&S audit with the external Inspector 

1. Personnel Files Maintenance 

• Update employees’ personnel files & B2B contract documentation  

1. Employee Service - 1st Level 

• Provide prompt responses to employee inquiries. 

• Prepare documents such as certificates and salary statements upon request. 

1. Ad Hoc Tasks and Process Improvements 

• Upload and manage HR documents in M-File. 

• Update and enhance HR forms. 

1. Annual Tasks 

• Collect and validate tax residency statements from all foreign employees. 

• Prepare schedules for people working in individual working time 

• Add vacation limits to the time tracking system 

1. Payroll Management 

• Ensure reported changes are reflected in payroll processes. 

• Resolve discrepancies and address complex payroll scenarios, such as taxation of benefits. 

1. Payroll Input 

• Manage payroll data related to the home-office, attendance, salary changes, bonuses, and benefits and other updates regarding current regulations 

1. Financial Support – Contractor Payments 

• Calculation and verification of contractor payments 

1. D365 System Management 

• Input new employee data and process updates, including project assignments and position changes. 

• Handle employee offboarding within the system. 

1. Reporting 

• Prepare monthly and ad hoc HR reports, including salary change computations for Finance. 

1. Employee Capital Plans (PPK) Administration 

• Register new participants and process resignation declarations. 

• Submit monthly reports to ensure compliance with government requirements. 

1. Onboarding of New Hires 

• Prepare and manage employment and B2B contracts and associated documentation. 

• Coordinate onboarding meetings, IT setups, and benefits registration. 

• Conduct HR introduction sessions for new employees. 

1. Offboarding of Leavers 

• Process termination documents, calculate unused leave, and close employee accounts in various systems. 

• Report leaves information to payroll and other relevant departments. 

• Cooperate with other Departments such us IT, Finance regarding offboarding task list. 

Requirements 

• Higher education degree 

• HR/Payroll courses 

• In-depth understanding of HR policies, polish labor laws, and payroll practices. 

• Proficiency in HR management systems (e.g., D365, BeeOffice, Redmine, Teamwork, M-file) and Ms Office applications. 

• Strong organizational and time-management skills. 

• Ability to handle sensitive information with professionalism and confidentiality. 

• Proficiency in written and spoken English at a minimum intermediate level (B1/B2). 

Competencies 

• Attention to detail and accuracy in administrative processes. 

• Strong problem-solving and analytical skills. 

• Excellent written and verbal communication abilities. 

• Adaptability and capability to manage multiple priorities. 

• Customer-focused approach with a commitment to improving employee experience. 

Professional Experience 

• Minimum 2–3 years of experience in HR administration, payroll, or a related role. 

• Demonstrated experience in benefits administration, onboarding/offboarding, and payroll processing. 

• Familiarity with legal and compliance standards for HR practices. 

Performance Evaluation Criteria 

• Accuracy and Timeliness: Ensuring all HR and payroll processes are executed without mistakes and within established deadlines. 

• Employee Satisfaction: Prompt and professional resolution of employee queries and requests. 

• Compliance: Adherence to legal and organizational HR standards. 

• Process Improvement: Implementation of innovative solutions to enhance HR processes and workflows. 
• Reporting Quality: Delivering clear, accurate, and actionable HR reports to stakeholders. 

Benefits
• Benefit Café with categories such as sports, leisure, books, etc.
• Supportive and inclusive work environment with personalized attention to each team member.
• Engaging projects featuring innovative and cutting-edge products.
• Competitive salary with periodic reviews.
• Flexible working hours ensuring a healthy work-life balance.
• Educational support, including funded language classes.
• Luxmed private healthcare packages.
• Comfortable workspace, fresh fruit Mondays, and remote work opportunities.
• Exciting team events and networking opportunities.

About Pwrteams
Pwrteams is a pioneering force in connecting individuals across tech projects, harnessing their combined strengths to drive innovation. Since 2007, we have led the way in assembling cross-border IT and engineering teams, strategically positioned within Eastern Europe’s dynamic tech ecosystems to cater to the global business landscape. We are at the forefront of travel, media, fintech, and healthcare innovations, striving to make a meaningful impact worldwide. Join our team and discover your potential to pioneer transformative solutions for tomorrow.

*Following the applicable legal regulations, particularly Directive (EU) 2019/1937 of the European Parliament and of the Council on the protection of persons reporting breaches of Union law and its implementation into Polish law under the Act of December 4, 2021, on the Protection of Persons Reporting Breaches of Law (Journal of Laws 2021, item 2105), including Articles 4-6 governing whistleblower protection and reporting procedures, the company has implemented a Whistleblower Support Policy, ensuring anonymity, protection, and support for individuals reporting irregularities.
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