Senior HR Administration & Payroll Specialist

 

We are looking for a Senior HR Administration & Payroll Specialist to manage payroll, employee documentation, personnel administration, and statutory HR reporting for our Polish entity. This is an in-house, hands-on role for a professional who can work independently, ensure compliance with Polish labour and payroll regulations, and support local operations as well as reporting to the US parent company.

Key Responsibilities

HR Administration, Payroll & Personnel Documentation

• Maintain employee personnel files (akta osobowe) in line with Polish legal requirements
• Prepare employment contracts, civil law agreements, B2B agreements, and other HR-related documents
• Administer employee lifecycle documentation, including onboarding, employment changes, and offboarding
• Handle employment processes for foreign nationals, including preparation and coordination of all required documents and formalities related to their legal employment in Poland
• Calculate payroll, benefits, and other employee-related payments
• Prepare and submit declarations and reports to ZUS, Urząd Skarbowy, and GUS in the scope of payroll and personnel administration
• Ensure timely and accurate processing of salaries, taxes, social security contributions, and other mandatory employee-related charges
• Support employees and managers with HR and payroll-related questions

Statutory Compliance & External Reporting

• Prepare and submit required HR and payroll documentation to public institutions and other external parties
• Act as the local point of contact for ZUS, Urząd Skarbowy, GUS, PIP, external providers, and auditors in the scope of HR administration and payroll
• Monitor statutory deadlines and reporting requirements related to employment, payroll, and personnel documentation
• Maintain complete and audit-ready HR and payroll documentation for inspections, audits, and internal controls
• Support internal reporting and information requests from the US