HR Operations Specialist - 12 months FTC

Volcafe Ltd.; Madrid; On-site; EUR 36,000 - 48,000; Full time

Job summary

Volcafe Ltd in Madrid is seeking an experienced HR Operations Specialist to support payroll coordination, employee data management and onboarding/offboarding across multiple countries. This role ensures accurate administration, regulatory compliance and efficient execution in a truly global environment, partnering with HR stakeholders.

The successful candidate will work with Oracle HCM and collaborate with payroll vendors, HR, and Finance to maintain data integrity and drive continuous process

Qualifications

• 2+ years in HR Operations across multiple countries.
• Experience with payroll controls and benefits administration.
• Strong knowledge of local labour legislation and compliance across jurisdictions.
• Proficient in HRIS and data management.

Responsibilities

• Manage end-to-end HR administration across the employee lifecycle.
• Coordinate onboarding and offboarding across supported countries, including communications and HR transactions.
• Coordinate monthly payroll cycles with local vendors, HR and Finance.
• Produce HR and Finance reports and liaise with stakeholders on country-specific requirements.

Skills

English fluency

Multi-country operations

Payroll coordination

Data management

Tools

Oracle HCM

Job description

We have an exciting opportunity for an experienced HR Operations Specialist based in Madrid to join us and work in a truly global environment. The position will support the delivery and continuous improvement of HR operations, including payroll coordination, employee data management, and onboarding/offboarding processes, ensuring accurate administration, regulatory compliance, and efficient execution across multiple countries while providing reliable support to employees and HR stakeholders.

Volcafe Ltd is one of the world’s leading international green coffee trading companies, operating in over 20 countries globally. Our expertise spans green coffee procurement and preparation, sustainability, blending, quality control, risk management and export as well as importing and distribution. We supply the world’s major coffee roasters and retail distributors with their green coffee requirements, with significant strategic growth ambitions for the future.

Volcafe works across the whole green coffee supply chain to make coffee business better, together with our partners and employees. We have built and operate sustainable coffee supply chains across all our origins, addressing key economic, social and environmental issues in coffee farming communities. Our Volcafe Way farmer support programme engages with thousands of coffee farmers and provides a holistic response to the challenges they face.

We are part of Hartree Partners, LP a leading global merchant commodities firm facilitating the flow of energy, metals, agriculture, and environmental products across the full commodity supply chain, connecting producers and consumers. Hartree was founded in 1997, is jointly owned by senior management and funds managed by Oaktree Capital Management, LP, and employs around 5,000 individuals worldwide.

Key Accountabilities

• Manage end-to-end HR administration across the employee lifecycle, including onboarding, employee changes and offboarding, ensuring accurate documentation and compliance with local requirements.
• Prepare employment contracts, amendments, employee letters and lifecycle documentation in line with local legislation and approved templates.
• Maintain accurate employee data, personnel files, time and attendance records and absence information, ensuring data integrity, confidentiality and compliance.
• Coordinate background checks for new joiners, managing vendors, tracking progress and updating relevant HR Business Partners.
• Manage onboarding and offboarding across supported countries, coordinating communications, HR transactions and system updates in Oracle HCM, TeamSeer, Time Tracker and other applicable systems.
• Coordinate monthly payroll cycles with local vendors, HR and Finance, validating salary changes, allowances, deductions, benefits, leave and other payroll inputs.
• Review payroll outputs, resolve discrepancies, maintain controls and approvals, and prepare payroll reconciliations and supporting reports.
• Coordinate social security, pension and statutory contributions, maintaining employee registrations, reconciling data and retaining compliance evidence.
• Administer employee benefits, including registrations, enrolments, updates, employee queries, invoices and local benefit programmes.
• Coordinate annual insurance and benefits renewals with brokers, insurers, HR and Finance, managing employee data, policy documentation, invoices and benefit changes.
• Produce HR and Finance reports, maintain statutory records and liaise with local HR, payroll vendors and compliance advisers on country-specific requirements.
• Maintain statutory compliance calendars, coordinate filings and renewals, monitor legislative changes and support internal and external audits.
• Manage leave, time and attendance systems, ensuring accurate country-specific leave rules, accruals, balances and absence records.
• Maintain HR systems, reporting, procedures and operational controls, conducting regular data checks and driving process improvements.
• Respond to employee and ex-employee queries, collaborate with regional and local HR, Finance and external stakeholders, and support EDI, wellbeing, HR initiatives and apprentice recruitment.

Skills and Experience

• 2+ years experience in HR Operations within a multi-country environment, covering employee administration, payroll coordination and statutory HR processes.
• Strong knowledge of payroll controls, reconciliations, social security contributions and benefits administration.
• Fluency in English required; additional languages are advantageous, alongside a service-oriented mindset and commitment to continuous improvement.
• Understanding of local labour legislation, employment requirements and HR compliance across multiple jurisdictions.
• Experience coordinating with payroll vendors, compliance advisers, insurance brokers and benefit providers.
• Proficiency in Oracle HCM or comparable HRIS platforms, including employee data management, HR transactions and reporting.
• Experience managing onboarding, offboarding, employee documentation, background checks, leave and personnel records.
• Experience preparing HR and payroll reports and supporting audits, statutory returns and compliance reporting.
• Highly organised and proactive, with strong execution skills and the ability to manage competing priorities and deadlines.
• Analytical and detail-oriented, with strong problem-solving skills and a commitment to confidentiality and data accuracy.
• Excellent communication and stakeholder management skills, collaborating effectively with HR, Finance, employees and external providers.
• Comfortable working across countries and time zones, maintaining consistent processes and service standards.

We recognise that talent comes in many forms, and we value potential just as much as experience. If this role excites you but you don’t meet every requirement, we still encourage you to apply.

Our Offer

We provide a fast-paced, stimulating and truly global environment, which will stretch your abilities and channel your talents. We also offer competitive salary and benefits combined with outstanding career development opportunities in one of the global leaders in soft commodity trading.

Our Values

Volcafe shares the values of our parent company, ED&F Man Commodities. Our values define who we are. They are the fundamental beliefs that determine our actions and guide our behaviour. They influence the way we communicate and collaborate, and define the way we engage with our clients, partners, and communities.

Our Commitment

We are committed to maintaining a work environment where all employees are treated with dignity and respect. We provide equal opportunities to all qualified applicants without regard to race, colour, sex, gender, age, religion, ethnic or national origin, marital or civil partner status, physical or mental disability, military or veteran status, sexual orientation, gender identity or expression, genetic information or any other characteristic protected by applicable law.

We are willing to make any reasonable adjustments throughout our recruitment process.

To apply you must have the right to work for the provided location.