HR & Office Coordinator (Maternity Cover)

Stonly; Kraków; On-site; PLN 35,000 - 55,000; Full time

Benefits offered by this job

Equity opportunities

Comprehensive healthcare

Access to Multisport card

Prime office location

Job summary

Stonly is seeking an HR & Office Coordinator based in Kraków, Poland, to manage office operations and support the team effectively. The role involves handling HR documentation, payroll assistance, and office management tasks. Ideal candidates will have experience in office management, strong organizational skills, and fluency in English.

This temporary position may lead to a permanent contract, with a supportive company culture that values team collaboration and individual growth.

Qualifications

• At least 1 year of experience in a similar role, ideally within a fast-paced or startup environment.
• Comfortable working with payroll, banking and HR systems.
• Exceptional organizational skills and a 'sharp eye' for accuracy in documentation and finances.
• Ability to take initiative and build processes independently.
• Thrives in a dynamic environment with shifting priorities.
• Clear and concise communication skills in an international environment.

Responsibilities

• Preparing, archiving and managing HR-related documents.
• Managing access and enrollment for employee perks.
• Working closely with accounting on payroll cycles.
• Managing invoice lifecycle and issuing invoices.
• Organizing workspace and supporting the team.
• Owning office supply orders to ensure availability.
• Tracking office hardware and coordinating with vendors.
• Managing business travel logistics and coordinating events.
• Setting up workstations for new hires and supporting transitions.
• Supporting internal teams with day-to-day admin and project needs.

Skills

Office Manager Experience

Finance & Admin Skills

Attention to Details

Ownership & Proactivity

Adaptability

Strong Communication

Fluent English

Job description

Stonly is an AI knowledge platform for customer service. Our SaaS platform helps companies (DraftKings, King, Estēe Lauder, Personio, and many more) automate their customer service with AI and interactive knowledge delivered at the point of need for both agents and customers.

Stonly is a global company with offices in Poland, France, & the US. We’ve raised over $22m in 2022 with top VC funds Accel & NorthZone. Our ambition is huge: to become the leading knowledge platform for customer service - a $50 billion market - and become an iconic tech brand in the space.

The role of the HR & Office Coordinator is crucial in our day-to-day operations — keeping our team supported, our finances in order, and our office running smoothly across three countries.

The HR & Office Coordinator role is a temporary, 18‑month maternity leave cover, with the possibility of a permanent contract in the future.

What You’ll Do?

Office Admin & Documentation: Preparing, archiving and managing contracts, annexes and HR‑related documents.

Benefits Administration: Managing access and enrollment for Multisport, healthcare, and other employee perks.

Payroll Assistance: Working closely with accounting on payroll cycles, various HR matters and regulatory obligations (social security, taxes, PPK).

Financial Operations: Managing the invoice lifecycle (collecting, verifying and uploading to accounting system/KSeF), issuing invoices for B2B contractors and preparing transfers.

Office Operations: Keeping the office running day‑to‑day – from organizing the workspace to supporting the team with whatever they need on the ground.

Supply Management: Owning office supply orders and making sure we never run out of what the team needs.

Equipment Oversight: Tracking office hardware, flagging issues and coordinating with vendors to keep everything in working order.

Travel & Events Coordination: Managing business travel logistics (flights, hotels, bookings) and coordinating internal events like team offsites and training sessions.

Onboarding & Offboarding: Setting up workstations for new hires, supporting smooth transitions in and out, and making sure equipment and documentation are properly handed over.

Cross‑team Operational Support: Jumping in where needed – actively supporting internal teams with day‑to‑day admin and project needs.

Skills and Experience

Office Manager Experience: At least 1 year of experience in a similar role, ideally within a fast‑paced or startup environment.

Finance & Admin Skills: Comfortable working with payroll, banking and HR systems.

Attention to Details: Exceptional organizational skills and a "sharp eye" for accuracy in documentation and finances.

Ownership & Proactivity: You take initiative, build your own processes and don’t need "hand‑holding" to move projects forward.

Adaptability: You thrive in a dynamic environment where priorities can shift, and you can juggle multiple tasks without "dropping the ball."

Strong Communication: You’re clear, concise and comfortable working with people across teams and time zones.

Fluent English: We work in an international environment, so you’ll need to be comfortable communicating in English every day.

Working at Stonly

Core Values & Culture

We care deeply about our customers, our business growth, and each team member’s career and success. We prioritize team‑building, collaboration, working with people we enjoy and who push us to become better.

Flexible Contract Options

Choose between an employment contract or a B2B contract based on your preference.

Equity Opportunities

Equity options are included as part of your compensation package.

Prime Office Location

Work from our office in the heart of Kraków.

Comprehensive Healthcare

Enjoy private healthcare for your peace of mind.

Fitness Perks

Access to a Multisport card to support your fitness goals.

Flat Organizational Structure

Experience a non‑hierarchical environment that promotes direct communication and collaboration.

Recruitment Process

You will first have a general chat with Aneta our Talent Acquisition Manager (30 min).

You’ll then have a general meeting with Marta our People Operation Specialist and Aneta (90 min).

You’ll then have a short meeting with Krzysztof, Stonly co‑founder and Head of Product (30 min).

At the end you will have a conversation with Alexia (VP of Customer Success acting Head of People) (30 min).

Stonly provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.