HR Operations & International Payroll Specialist

IFS; Nunspeet; On-site; EUR 45,000 - 60,000; Full time

Job summary

Ultimo is seeking an HR Operations & International Payroll Specialist to drive accurate, compliant HR processes across our international organization. You will manage HR administration, support payroll across multiple countries with our external provider, and maintain data in HiBob.

Collaborating with Finance and HR teams, you will optimize workflows, ensure timely payroll inputs, and support audits while upholding high standards of data quality and process improvement.

Qualifications

• 3–5 years in HR Operations, HR Administration, Payroll, or a similar operational HR role.

Responsibilities

• Manage HR administration throughout the employee lifecycle from onboarding to offboarding.

Skills

Dutch language

English language

Communication skills

Analytical skills

Attention to detail

Process optimization

Education

HBO degree or equivalent

Tools

HiBob

Job description

HR Operations & International Payroll Specialist

As an HR Operations & International Payroll Specialist at Ultimo, you play a key role in ensuring efficient, accurate, and compliant HR operations across our international organization. You are responsible for coordinating HR administration, supporting international payroll processes, maintaining employee data, and continuously improving HR processes and systems.

You work closely with Finance, our external payroll provider, managers, and the wider HR team to ensure employees are supported throughout the employee lifecycle while maintaining high standards of compliance, data quality, and operational excellence.

Key Responsibilities

HR Operations & Employee Lifecycle

• Manage and coordinate HR administration throughout the entire employee lifecycle, from onboarding to offboarding.
• Ensure accurate processing of employee contracts, amendments, personnel files, and HR documentation.
• Maintain employee records and ensure data accuracy within our HRIS (HiBob).
• Execute HR processes in line with internal policies and local employment legislation.

International Payroll

• Coordinate monthly payroll processes across multiple countries together with Finance and external payroll provider (CloudPay).
• Ensure all payroll input, including contract changes, salary adjustments, benefits, leave, and variable compensation, is accurate and submitted on time.
• Validate payroll outputs and resolve discrepancies before payroll approval.
• Support payroll audits and ensure compliance with local legislation, tax, and social security requirements.
• Serve as the primary HR contact for payroll-related employee queries.

HR Systems, Data & Reporting

• Maintain and optimize HR systems, including HiBob, ensuring accurate employee data and efficient workflows.
• Monitor HR data quality and perform regular audits to ensure data integrity.
• Prepare HR and payroll reports, dashboards, and management information.
• Support automation and digitalization initiatives that improve HR efficiency and employee experience.

Compliance & Process Improvement

• Ensure compliance with employment legislation, internal controls, and company policies across multiple countries.
• Maintain and improve HR procedures, templates, and operational documentation.
• Identify opportunities to simplify, standardize, and automate HR and payroll processes.
• Participate in HR projects, system implementations, and continuous improvement initiatives that support business growth.

Qualifications

• 3-5 years of experience in HR Operations, HR Administration, Payroll, or a similar operational HR role.
• Experience coordinating payroll processes, preferably in an international environment.
• Knowledge of HR administration, employment legislation, and payroll processes.
• Experience working with HR systems such as HiBob or similar HRIS platforms.
• Strong command of spoken and written Dutch and English.
• Affinity with digitalization, process optimization, automation, and AI-driven ways of working.

Preferred Qualifications

• Strong organizational skills with excellent attention to detail.
• Highly accurate and process-oriented with a focus on quality and compliance.
• Strong analytical skills and confidence working with HR data and reporting.
• Ability to manage multiple priorities and meet recurring payroll deadlines.
• Proactive mindset with a continuous improvement focus.
• Strong communication skills and the ability to collaborate effectively with Finance, external vendors, managers, and employees.
• Able to work independently while contributing to a collaborative HR team.

Additional Requirements

• Full-time availability (32-40 hours per week).
• Available to work from our Nunspeet office at least 3 days per week (Tuesday - Wednesday - Friday).

Preferred Education

A completed HBO degree or equivalent in:

• Human Resource Management
• Business Administration
• Finance or Payroll Administration
• Business Economics