HR Operations Specialist

Scalapay; Milano; On-site; EUR 38,000 - 52,000; Full time

Job summary

Scalapay is seeking an HR Operations Specialist based in Milan to streamline contracts, health & safety, and voucher meals across Italy, France, and Spain. You will maintain records in HiBob, support payroll activities, and ensure data accuracy and compliance in a fast-paced, people-centric environment.

The ideal candidate is fluent in English and Italian, highly organized, data-driven, and proactive, with a degree in HR or business administration and hands-on experience with HRIS systems.

Qualifications

• Fluent in English and Italian (spoken and written).
• Degree in HR, Business Administration, or related field.
• Experience with HRIS systems (HiBob or similar).
• Strong Excel skills (pivot tables, vlookup).
• Data-driven mindset with proactive approach.

Responsibilities

• Provide administrative support on contracts, health & safety, and Voucher Meals for employees in Italy, France, and Spain.
• Maintain and update all records and documentation in internal systems with accuracy and compliance.
• Support payroll activities for Italy, France, and Spain, coordinating with payroll providers.
• Ensure accurate and confidential processing of large volumes of information, electronically and in writing.
• Manage and update employee information in HRIS (HiBob).
• Assist in implementing HR Operations projects and process improvements across locations.
• Support onboarding of new employees in collaboration with Talent Acquisition to ensure smooth experience from pre- to post-hiring.
• Act as a point of contact for employees and HR policy inquiries.

Skills

Fluent English & Italian

Excel

HRIS

Data-driven mindset

Highly organized

Education

Degree in HR or Business Administration

Tools

HiBob HRIS

Job description

Thanks to our innovative BuyNow PayLater payment solution, Scalapay is transforming the way more than 6.5 million customers buy online and in-store, empowering 8,000+ merchants (online and in-store) to give their customers magical shopping experiences.

Being only 3 years old didn’t stop us from becoming a unicorn. We have raised over $700mln and we did this thanks to a team built around our 4 core values: #MakeItHappen #PlayAsATeam #StayCurious #FocusOnCustomer.

This is where your magic happens. If you love it, Scalapay it.

Marta, our HR Operations Team Manager, is on the lookout for a passionate HR Operations Specialist to join her team as Scalapay continues to expand! This role is based in Milan and offers an exciting opportunity to grow in a fast-paced, people-centric environment.

At Scalapay, we believe in creating a workplace that supports both professional success and personal fulfillment—because a great job should fit seamlessly into a great life!

You will:

• Provide administrative support on contracts, health & safety, and Voucher Meals for employees in Italy, France, and Spain.
• Maintain and update all records and documentation in our internal systems, ensuring accuracy and compliance with local regulations.
• Support payroll activities for Italy, France, and Spain, collaborating with payroll providers and ensuring timely processing.
• Ensure accurate and confidential processing of large volumes of information, both electronically and in written format.
• Manage and update employee information in our HRIS (HiBob).
• Assist in implementing HR Operations projects and process improvements across multiple locations.
• Support the onboarding of new employees in collaboration with the Talent Acquisition team to ensure a seamless experience from pre-hiring to post-hiring, helping them feel welcomed and oriented from day one.
• Act as a point of contact for employees, answering HR policy and administrative queries and ensuring a smooth employee experience.

Who We're Looking For:

Background and Experience:

• Degree in HR, Business Administration, or a related field
• Fluent in English & Italian (both written and spoken)
• Strong proficiency in Excel (including VLOOKUP and Pivot Tables)
• Previous experience in an HR-related role (HR Operations, Payroll, or HR Administration preferred)
• Data-driven mindset – ability to analyze and interpret HR data effectively
• Proactive approach – takes initiative and anticipates challenges
• Highly organized – able to manage multiple tasks and meet deadlines
• Experience with HRIS systems (e.g., HiBob or similar)
• Strong attention to detail (important for payroll, compliance, and admin tasks)

Application Process:

• Introductory Call – A first conversation with Marta, HR Operations Team Manager, to discuss your background and the role.
• Case Study – A practical task to assess your skills and problem-solving approach.
• Interview with Luisa, our Chief People Officer – A deeper discussion about your HR expertise and strategic alignment.
• Final Chat with Simone, Our CEO – A closing conversation to align on vision and expectations.

Super Pro tip: we know that application processes can be scary and frustrating but… we look for talent, not people that tick all our boxes.

We believe in the power of diversity: Scalapay is an Equal Opportunity Employer for any minority, disability, gender identity or sexual orientation.

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