HR Administration Team Lead

Softswiss; Polska; Hybrid; PLN 120,000 - 170,000; Full time

Benefits offered by this job

Private health insurance

Sports benefits

Free English lessons (online)

Local language courses

Paid time off

Maternity leave support

Referral program rewards

Upskilling, internal workshops, andin

participation in professional confs

corporate events

Job summary

SOFTSWISS is seeking an HR Administration Team Lead to guide the day-to-day work of the HR administration team and oversee employment operations across service agreements, EOR contracts and employment contracts in multiple countries. You’ll help ensure processes are accurate, timely and well-documented while identifying opportunities to improve efficiency and reliability.

Collaborating with Finance, employees, contractors, managers and external providers, you will support payroll inputs,

Qualifications

• 4+ years in HR Operations or Employment Operations
• 1-2 years leading a team or coordinating processes
• Experience with employment/EOR/service agreements and multi-country administration
• Improving operational processes and workflows
• HRIS/ERP systems familiarity
• Strong organizational skills and attention to detail
• Clear communication with Finance, employees, contractors and managers
• Professional English and Russian for day-to-day communication
• Basic Excel skills including lookups

Responsibilities

• Lead and coordinate employment operations across service agreements, EOR and contracts
• Identify gaps and implement changes to improve efficiency and control
• Oversee contract administration from preparation to offboarding across countries
• Coordinate payroll inputs and recurring employment processes
• Ensure HR records and systems are accurate and up to date
• Guide cross-country operations with external providers on local requirements
• Advise employees and internal teams on arrangements, policies and documentation
• Navigate complex cases requiring investigation or approval

Skills

HR Operations

Payroll administration

Team leadership

HRIS/ERP systems

Cross-country coordination

Communication

Finance collaboration

Tools

HiBob

1C

Excel lookups (VLOOKUP/XLOOKUP)

Job description

SOFTSWISS is hiring an HR Administration Team Lead to join our dynamic HR team. In this role, you will lead the team's day-to-day work and oversee employment operations across service agreements, EOR contracts and employment contracts in multiple countries. You will help ensure that processes are accurate, timely and well-documented, while identifying opportunities to improve their efficiency and reliability.

You will work closely with Finance, employees, contractors, managers and external service providers to support a consistent experience and resolve complex employment-related cases.

Purpose of the role:

You will ensure reliable and efficient HR administration across multiple countries and contract types. By guiding the team, coordinating recurring employment processes and maintaining strong relationships with internal stakeholders and external providers, you'll support accurate contract administration, timely payroll inputs and continuous improvement of employment operations.

Key responsibilities:

• Lead and coordinate the team's employment operations, setting priorities and ensuring work is accurate, timely, and well-documented
• Support and review existing processes, identify gaps and opportunities for improvement, and implement practical changes that strengthen efficiency, consistency, and control
• Oversee contract administration from preparation and execution through updates and offboarding, across service agreements, EOR contracts, and employment contracts, coordinating employment-related relocation processes as well
• Coordinate payroll inputs and recurring employment processes, including time and absence records, timesheets, leave balances and employee lifecycle changes
• Ensure employment records, documentation and HR system data are accurate and up to date
• Coordinate employment operations across countries and legal entities, working with external providers on local requirements and employee changes
• Advise employees and internal teams on employment arrangements, processes, policies, systems and documentation, involving external providers when needed
• Guide the team through complex cases and questions that require investigation, clarification or approval

Required Experience:

• At least 4 years of experience in HR Operations, Employment Operations, payroll administration, or a related field
• At least 1-2 years of experience leading a team or coordinating operational processes
• Practical knowledge of employment contracts, EOR contracts, and service agreements, including how their administration differs
• Experience coordinating employment processes across multiple countries or legal entities, including work with external providers
• A track record of improving operational processes, with the ability to spot issues, prioritize changes, and follow through on implementation
• Familiarity with HRIS and ERP systems
• Strong organizational skills and attention to detail, with confidence managing recurring deadlines and sensitive documentation
• Clear communication skills and the ability to guide colleagues, explain processes and handle complex cases thoughtfully
• Confidence working cross-functionally with Finance, employees, contractors, managers and external providers
• Professional English and Russian for day-to-day written and verbal communication
• Basic Excel skills, including lookup functions (e.g., VLOOKUP or XLOOKUP)

Nice to have:

• Experience with HiBob and 1C

Main Advantages

• Private health insurance
• Sports benefits
• Free English lessons (online)
• Local language courses
• Paid time off
• Maternity leave support
• Referral program rewards
• Upskilling, internal workshops, and participation in professional conferences and corporate events

SOFTSWISS recruitment communication is conducted only through official company channels. We never ask candidates to make payments, purchase equipment, share financial details, or transfer money as part of the hiring process. If you receive a suspicious message using the SOFTSWISS name, please verify it via [e-mail]

Any questions? Don't hesitate to contact