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

Comprehensive Mental Health Program

Free English lessons (online)

Local language courses

Paid time off

Maternity leave support

Referral program rewards

Upskilling, internal workshops, and...

Job summary

SOFTSWISS is hiring an HR Administration Team Lead to guide the HR operations across service agreements, EOR contracts and employment contracts in multiple countries. You will oversee day-to-day activities, ensure accuracy and timely payroll inputs, and drive improvements in processes.

You will collaborate with Finance, managers, contractors and external providers to maintain compliant records and provide guidance on employment arrangements, policies and documentation.

Qualifications

• 4+ years in HR Operations, Employment Operations, payroll administration, or related field.
• 1–2 years leading a team or coordinating operations.
• Experience with employment/EOR contracts and service agreements.
• Experience coordinating processes across countries or legal entities.
• Familiarity with HRIS and ERP systems.
• Strong organizational skills and attention to detail.
• Professional English and Russian for day-to-day communication.
• Basic Excel knowledge (lookup functions).

Responsibilities

• Lead and coordinate the team’s employment operations, setting priorities and ensuring work is accurate, timely, and well-documented.
• Identify gaps and implement improvements to strengthen efficiency, consistency, and control.
• Oversee contract administration across service agreements, EOR contracts, and employment contracts, coordinating relocation processes as well.
• Coordinate payroll inputs and recurring employment processes (time and absence records, timesheets, leaves).
• Ensure employment records, documentation and HRIS data are accurate and up to date.
• Coordinate employment operations across countries and legal entities with external providers.
• Advise employees and internal teams on employment arrangements, processes, policies, systems and documentation.
• Guide the team through complex cases requiring investigation or approval.

Skills

Team leadership

HR Operations

HRIS & ERP

English & Russian

Attention to detail

Tools

HiBob

1C

Job description

Overview:

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

Our Benefits:

• Private health insurance

• Sports benefits

• Comprehensive Mental Health Program

• 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