HR Administration Team Lead

Softswiss; Warszawa; On-site; PLN 180,000 - 240,000; 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, and (c

professional conferences and corporate

Job summary

SOFTSWISS is hiring an HR Administration Team Lead to oversee employment operations across service agreements, EOR contracts and employment contracts in multiple countries. You will lead the team, coordinate payroll inputs, and ensure accurate records while partnering with Finance, managers and external providers to support a compliant employee experience.

You will guide the team through complex cases, drive process improvements and maintain strong relationships with internal and external

Qualifications

• 4+ years in HR Operations or payroll administration.
• 1–2 years leading a team or coordinating processes.
• Experience with employment contracts, EOR contracts and service agreements.
• Experience coordinating across countries or entities with external providers.
• Familiarity with HRIS and ERP systems.
• Strong organizational skills and attention to detail.
• Clear communication in English and Russian, written and spoken.
• Basic Excel skills including lookups.

Responsibilities

• Lead and coordinate the team's employment operations across contracts and countries.
• Review processes, identify gaps, and implement improvements for efficiency and control.
• Oversee contract administration from preparation to updates and offboarding.
• Coordinate payroll inputs and recurring employment processes like timesheets and leave balances.
• Ensure HR records and system data are accurate and up to date.
• Collaborate with external providers on local requirements and employee changes.
• Advise employees and teams on processes, policies and documentation.
• Guide the team through complex cases requiring investigation.

Skills

English (professional)

Russian (business)

Excel basics

HRIS/HR ERP familiarity

Strong organizational skills

Communication skills

Tools

HiBob

1C

ERP systems

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