HR & Payroll Administration Specialist

SCHNEIDER GROUP; Warszawa; On-site; PLN 90,000 - 130,000; Full time

Benefits offered by this job

Stable employment contract

Flexible working hours 8:00–10:00

Modern Warsaw office at Al. Jerozolimś

Private healthcare

Company-sponsored English language

Job summary

SCHNEIDER GROUP in Warsaw is seeking an HR & Payroll Operations Specialist to provide payroll and HR administration support for international clients. You will ensure accurate payroll processing, maintain employee records, and support the full employee lifecycle under Polish law.

Responsibilities include data gathering for payroll, contract preparation, onboarding/offboarding with ZUS, absence monitoring, and preparing statutory declarations.

Qualifications

• Minimum 3 years of experience in payroll, HR administration, or a payroll-related role.
• Solid knowledge of Polish payroll processes, employment law, social security, and taxation.
• Hands-on experience with Płatnik, OPTIMA HR & Payroll, and Microsoft Excel.
• Strong English skills and ability to communicate in an international environment.
• Attention to detail, organizational skills, and a solution-oriented mindset.
• Ability to organize priorities and multitask effectively.
• University degree in Finance, Accounting, HR, Economics, or related field.
• Experience in payroll outsourcing, consulting, or business services is a plus.

Responsibilities

• Manage payroll and HR administration activities for a portfolio of international Clients.
• Gather, verify, and enter data required for payroll processing.
• Maintain personnel records and ensure all employee documentation is up to date.
• Prepare employment contracts, amendments, employment certificates, and other HR documents.
• Coordinate onboarding and offboarding, including ZUS registrations/deregistrations.
• Monitor working time, annual leave, sick leave, and other absences.
• Prepare payroll-related reports and statutory declarations for ZUS, PIT, PFRON, and GUS.
• Support administration of both employment and civil law contracts.
• Handle payroll/HR queries from Clients and employees with timely support.
• Communicate with authorities including ZUS, Tax Office, and GUS.

Skills

Payroll & HR administration experience

English proficiency

Attention to detail

Organizational skills

Prioritization & multitasking

Problem solving

Education

University degree in Finance, Accounting, HR, Economics, or related

Tools

Płatnik

OPTIMA HR & Payroll

Microsoft Excel

Job description

As an HR & Payroll Operations Specialist, you will be responsible for providing payroll and HR administration support to our international Clients. You will ensure the accurate and timely processing of payroll, maintain up-to-date employee documentation, and support HR processes throughout the entire employee lifecycle in line with Polish employment and social security legislation.

Your key responsibilities will include:

• Managing payroll and HR administration activities for a portfolio of international Clients
• Gathering, verifying, and entering data required for payroll processing
• Maintaining personnel records and ensuring all employee documentation is complete and up to date
• Preparing employment contracts, contract amendments, employment certificates, and other HR-related documents
• Coordinating onboarding and offboarding processes, including employee registrations and deregistrations with ZUS
• Monitoring working time, annual leave, sick leave, and other types of employee absence
• Preparing payroll-related reports and statutory declarations for ZUS, PIT, PFRON, and GUS
• Supporting the administration of both employment and civil law contracts
• Handling payroll and HR queries from Clients and employees and providing timely support
• Communicating with relevant authorities, including ZUS, the Tax Office, and GUS
• Identifying opportunities to improve existing processes and ensuring that payroll and HR activities are completed accurately and within deadlines

The RoleYour Responsibilities

As an HR & Payroll Operations Specialist, you will be responsible for providing payroll and HR administration support to our international Clients. You will ensure the accurate and timely processing of payroll, maintain up-to-date employee documentation, and support HR processes throughout the entire employee lifecycle in line with Polish employment and social security legislation.

Your key responsibilities will include:

• Managing payroll and HR administration activities for a portfolio of international Clients
• Gathering, verifying, and entering data required for payroll processing
• Maintaining personnel records and ensuring all employee documentation is complete and up to date
• Preparing employment contracts, contract amendments, employment certificates, and other HR-related documents
• Coordinating onboarding and offboarding processes, including employee registrations and deregistrations with ZUS
• Monitoring working time, annual leave, sick leave, and other types of employee absence
• Preparing payroll-related reports and statutory declarations for ZUS, PIT, PFRON, and GUS
• Supporting the administration of both employment and civil law contracts
• Handling payroll and HR queries from Clients and employees and providing timely support
• Communicating with relevant authorities, including ZUS, the Tax Office, and GUS
• Identifying opportunities to improve existing processes and ensuring that payroll and HR activities are completed accurately and within deadlines

About You

We are looking for a candidate who has:

• Minimum 3 years of experience in payroll, HR administration, or a similar payroll-related role
• Good practical understanding of Polish payroll processes, employment law, social security, and taxation
• Hands-on experience with Płatnik, OPTIMA HR & Payroll, and Microsoft Excel
• Good English skills and confidence in communicating in an international working environment
• Strong attention to detail, excellent organizational skills, and a solution-oriented mindset
• The ability to organize priorities and effectively handle multiple responsibilities at the same time
• A university degree in Finance, Accounting, HR, Economics, or a related discipline
• Experience in payroll outsourcing, consulting, or the business services sector will be considered an advantage

What We Offer

Joining SCHNEIDER GROUP means becoming part of an international environment where you can strengthen your expertise in payroll and HR operations and work with Clients from different industries.

You can expect:

• A stable employment contract
• Flexible working hours with the possibility to start between 8:00 and 10:00
• A modern office located in central Warsaw at Al. Jerozolimskie 81, offering panoramic views of the city
• Private healthcare
• Company-sponsored English language courses
• Opportunities for professional development, internal knowledge-sharing initiatives, and external training
• Direct cooperation with international Clients across a variety of industries
• A supportive and collaborative team that encourages initiative, learning, and professional development
• Opportunities to further develop your expertise in payroll, HR administration, and international business services