HR Operations Specialist

Responsibilities

• Deliver end‑to‑end Poland HR administrative services in line with agreed scope including but not limited to:
• Employment contract amendments or new contracts related to job change, salary change, FTE change, remote work etc.
• Employment and income certificates
• Statutory confirmations and statements
• Year-end tax statements (PIT 11)
• Social security and tax‑related registration, deregistration, data management and documentation (incl. Platnik system, ePUE platform)
• Maintain the process of garnishments, cooperation with bailiffs, and deductions
• Statistical and regulatory reporting for local authorities (PFRON, GUS)
• Monitor Employees’ periodical medical checkups and prepare required documents
• Hard‑copy documentation handling where legally required (incl. Personnel Files)
• Ensure full compliance with Polish labor law, social security regulations, tax rules, and documentation retention requirements
• Act as a subject matter expert for Poland HR Administrative services, proactively identifying compliance risks and raising mitigation actions
• Respond as subject matter expert (Tier 2) to Employees questions related to HR Administrative topics for Poland
• Support audits, inspections, and authority requests by preparing accurate reports, documentation, and explanations
• Execute processes with high accuracy and strong attention to detail, ensuring data integrity across HR and payroll systems
• Contribute to stabilization of newly established and transitioned services and ensure smooth day‑to‑day operations
• Maintain and update Standard Operating Procedures (SOPs) and desk procedures for Poland HR Administrative services
• Identify process improvement and automation opportunities to reduce manual effort over time
• Participate in process optimization and automation projects
• Share best practices and contribute to standardization efforts across EMEA HR Administrative Services where applicable

Requirements

• Degree in Human Resources, Labor Law, Business Administration, or a related field
• Proven experience in Polish HR Operations, Payroll support, or statutory administration
• Hands‑on experience with local compliance‑driven HR processes in Poland (mandatory)
• Knowledge of Polish labor law and employment documentation
• Knowledge of Social security and tax reporting obligations
• Knowledge of Platnik system and ePUE platform
• Knowledge of Garnishments, certificates, and statutory filings
• Experience working with global payroll providers (e.g. ADP or similar) is an advantage
• Hands‑on responsibility for employee lifecycle documentation (onboarding, offboarding, contracts, benefits, terminations, work certificates)
• Proven ability to manage physical HR documentation on‑site, including printing, scanning, archiving, secure storage, and traceability in line with Polish legal requirements
• Experience working with Workday system is an advantage
• Ability to manage manual, compliance‑critical processes with precision
• Fluent Polish (mandatory)
• Good working knowledge of English (written and spoken)