Contract and Compensation Coordinator

Milestone One; Warszawa; On-site; PLN 120,000 - 180,000; Full time

Job summary

Milestone One, a Site Enabling Services organization with global reach, seeks an HR Contracts and Compensation Specialist in Warsaw. You will coordinate contract preparation for employees and contractors, ensure terms reflect agreements and local requirements, and monitor the full lifecycle from draft to signature.

You will consolidate payroll data across multiple countries, verify data accuracy, and prepare compensation reports for HR and Finance, with emphasis on GDPR compliance and

Qualifications

• 3–5 years of professional experience in HR, compensation & benefits, payroll coordination, or HR administration.
• Experience with employment contracts and/or B2B agreements (preparation, updates, cooperation with HR and Legal).
• Experience coordinating with external payroll providers — preparing and submitting complete data and maintaining operational contact.
• Experience preparing or maintaining compensation reports/summaries for HR/Finance purposes.
• Experience in SMO, CRO, or clinical research organizations is a strong advantage.
• Experience working in a distributed, multicultural environment across multiple countries.

Responsibilities

• Coordinating the preparation of contracts for employees and contractors.
• Ensuring that draft contracts reflect the agreed terms and basic local requirements before approval and signature.
• Monitoring the full contract lifecycle (preparation, review, approval, signature).
• Preparing contract amendments and extensions with HR, Legal, and Finance.
• Maintaining an organized and up-to-date register of contracts and related documentation.
• Preparing and consolidating data required for payroll settlements across multiple countries.
• Performing high-level verification of payroll input/output data and escalating issues.
• Preparing regular compensation reports and summaries for HR/Finance purposes.
• Supporting HR in implementing compensation decisions ensuring consistency between docs and payroll data.
• Researching salary/benefit markets using salary reports and portals.
• Creating and updating internal salary benchmark reports to support HR and F&A decisions.
• Cooperating with Legal and HR regarding compliance with local labor law; escalating complex issues.
• Ensuring data security, confidentiality, and GDPR compliance.
• Participating in projects related to contracts and compensation with Global HR, Legal, Finance.
• Identifying opportunities for process improvements and proposing solutions.
• Ongoing cooperation with Global HR, Legal, Finance teams and external payroll providers.

Skills

HR data integrity

Excel

Payroll coordination

Stakeholder communication

Attention to detail

GDPR compliance

Education

University degree preferred

Tools

HRIS systems

Job description

Milestone One is a Site Enabling Services organization with global headquarters in Zug, Switzerland. We understand what clinical study sites need and our overall mission is to support sites in stronger study delivery.

Job Description

Responsibilities

• Coordinating the preparation of contracts for employees and contractors.
• Ensuring that draft contracts reflect the agreed terms (role, scope, compensation, benefits) and basic local requirements before submission for approval and signature.
• Monitoring the full contract lifecycle (preparation, review, approval, signature), reminding stakeholders, and closing matters within agreed timelines.
• Preparing contract amendments and extensions in cooperation with HR, Legal, and Finance.
• Maintaining an organized and up-to-date register of contracts and related documentation in line with MO1 standards.
• Preparing and consolidating data required for payroll settlements for external payroll providers across multiple countries (salaries, benefits, allowances, changes in employment terms).
• Performing high-level verification of the accuracy and completeness of input and output data (payroll reports), identifying obvious discrepancies, and escalating them to HR, Finance, or the payroll provider.
• Preparing regular compensation reports and summaries (e.g., salary lists, raises, bonuses, allowances) for HR and Finance & Administration purposes.
• Supporting HR in implementing compensation and benefits decisions by ensuring consistency between contractual documentation, payroll data, and internal records.
• Researching salary, benefits, and allowance markets across various global markets using salary reports, specialist portals, and other reliable sources.
• Creating and updating internal salary benchmark reports to support HR and F&A decision‑making processes.
• Cooperating with Legal and HR regarding compliance of contracts and compensation practices with local labor law, while escalating complex legal matters to experts.
• Ensuring security, confidentiality, and proper processing of personal and compensation data (including GDPR compliance).
• Participating in projects related to contracts and compensation (e.g., changing payroll providers, standardizing contract templates, implementing new HR/compensation tools).
• Identifying opportunities for improvements (standardization, automation, clearer guidelines) and proposing practical solutions.
• Ongoing cooperation with Global HR, Legal, Finance teams, and external partners (payroll providers, staffing agencies, local advisors).

Qualifications

Education

• University degree preferred (Human Resources Management, Finance, Law, Economics, Business, or related fields).
• An equivalent combination of education and professional experience is acceptable.

Experience

• 3–5 years of professional experience in HR, compensation & benefits, payroll coordination, or HR administration, preferably in an international environment.
• Experience working with employment contracts and/or B2B agreements (preparation, updates, cooperation with HR and Legal).
• Experience cooperating with external payroll providers — preparing and submitting complete data and maintaining operational contact.
• Experience preparing or maintaining compensation reports/summaries for HR/Finance purposes.
• Experience in SMO, CRO, or clinical research‑related organizations is considered a strong advantage.
• Experience working in a distributed, multicultural environment (cooperation across multiple countries).

Knowledge and Skills

• Good understanding of basic HR processes and compensation/benefits areas, including knowledge of what data is required for payroll processing (without the need to calculate salaries independently).
• Ability to prepare, structure, and verify HR and compensation data used by external payroll providers and internal departments.
• Ability to identify missing, inconsistent, or unusual data values (e.g., in payroll reports) and elevate issues appropriately.
• Very good knowledge of Excel or similar tools (sorting, filtering, pivot tables, simple formulas) for reporting and control purposes.
• Experience working with HR/payroll/HRIS systems and document management tools; willingness to learn new systems.
• Ability to search for, analyze, and interpret market data (salaries, benefits, allowances) from salary reports and specialist portals.
• Awareness of data protection regulations (including GDPR) and confidentiality requirements when handling personal data.

Soft Skills

• High accuracy and attention to detail when working with documents and data.
• Strong sense of responsibility and ability to drive tasks to completion.
• Very good written and verbal communication skills, including interaction with international and external stakeholders.
• Ability to work in a dynamic, international environment with multiple parallel tasks and deadlines.
• High level of discretion, ethics, and trustworthiness when handling confidential information.
• Proactive mindset focused on improving processes rather than merely maintaining them.

Languages

• Very good command of English and Polish (spoken and written) — mandatory

Additional Information

If you feel it is time to make your skills and knowledge visible within a developing company with true focus on its people, then Milestone One is the right choice for you.