HR Process Coordinator

SmartRecruiters, Inc.; Kraków; Remote; PLN 120,000 - 180,000; Full time

Benefits offered by this job

Remote cooperation options

Language classes

Knowledge-sharing initiatives

Private healthcare and life insurance

Multisport card

Job summary

Software Mind is seeking an HR professional to manage day-to-day HR administration across a multi-company setup and simultaneously improve HR processes. The role requires running multiple topics, prioritizing independently, and delivering accurate reports and documentation.

The ideal candidate has 5+ years in an independent HR role in an international environment, strong GDPR and labor-law knowledge, and excellent Excel and reporting skills; English fluency is required.

Qualifications

• Min. 5 years of experience in an independent HR position in an international company.
• Strong knowledge of labor law and GDPR; maintaining employee records.
• Experience documenting processes and internal policies.
• Experience coordinating HR improvement projects and ad hoc efforts.
• Proficient in HR and payroll systems and Excel reporting; AI tools a plus.
• Excellent communication with employees, managers and external partners.

Responsibilities

• Support HR administration across the full lifecycle of employees, civil-law contracts and B2B contractors.
• Standardize and support HR processes and define cooperation rules with other departments.
• Identify improvements and automate HR processes, including AI-based tools.
• Cooperate with external partner handling HR and payroll system; report needs and tests.
• Co-create and update internal HR policies, procedures and instructions.
• Prepare, update and implement company regulations with Legal.
• Prepare HR reports and summaries; run ad hoc HR projects and initiatives.
• Track labor law changes and implement them in HR processes; assist audits.

Skills

HR administration

GDPR knowledge

Excel reporting

Project coordination

Communication with stakeholders

HR systems (Enova)

Tools

Enova HR system

Job description

Software Mind develops solutions that make an impact for companies around the globe. Tech giants & unicorns, transformative projects, emerging technologies and limitless opportunities - these are a few words that describe an average day for us. Building cross-functional engineering teams that take ownership and crave more means we're always on the lookout for talented people who bring passion and creativity to every project. Our culture embraces openness, acts with respect, shows grit & guts and combines employment with enjoyment.

Job Description

Project - the aim you'll have

We are looking for someone who will support the HR and payroll team in the day-to-day administration of HR and, at the same time, help us organize and improve HR processes in a multi-company organization. This role is for someone who knows "hard" HR inside out, yet enjoys organizing, standardizing, reporting and bringing together the perspectives of different departments. It is a role in a dynamic environment: it requires running several topics in parallel, setting priorities independently and working efficiently with a large number of tasks.

Role - how you'll contribute

• Supporting the team in comprehensive HR administration across the full lifecycle of employees, individuals engaged under civil-law contracts and B2B contractors (including electronic personnel files).
• Standardizing and supporting HR processes within the team and at the interface with other company departments, including defining the rules of cooperation with those departments.
• Identifying areas for improvement and automation of HR processes, and initiating and leading changes in this area, including through the use of new technologies and AI-based tools - in cooperation with the company's operational improvement team.
• Cooperating with the external partner supporting us with the HR and payroll system: reporting needs, testing changes and rolling out new functionalities.
• Co-creating and updating the internal policies, procedures and instructions of the HR and payroll team.
• Participating in the preparation, updating and implementation of company regulations in cooperation with the Legal department.
• Preparing HR reports and summaries.
• Running ad hoc HR projects and initiatives (e.g., mass contract amendments and documentation, changes in legislation, organizational changes).
• Tracking changes in labor law and implementing them in HR processes, and participating in HR inspections and audits.

Qualifications

Expectations - the experience you need

• Min. 5 years of experience in an independent HR position in an international company (including 2 years of experience coordinating project work)
• Knowledge of labor law and GDPR, and of the practical rules for maintaining employee records.
• Experience in organizing and documenting processes, instructions and internal policies.
• Experience in coordinating improvement projects and initiatives in HR, including ad hoc ones.
• Proficiency in HR and payroll systems (knowledge of Enova is a plus) and a very good command of Excel that allows for ease in reporting (experience using AI is a plus)
• Very good communication skills and experience working with employees, managers at various levels of the organization and external partners on day-to-day HR operations and HR projects.
• A practical approach to problem-solving and independence in handling topics.
• Ability to work under pressure from workload and deadlines, and to set priorities, including when needs change.
• Fluent English, spoken and written.

Additional Information

What we offer:

• Flexible and remote cooperation options
• International projects with leading global clients
• Travels related to international projects
• Non-corporate atmosphere
• Access* to language classes
• Access* to knowledge-sharing initiatives
• Access* to private healthcare and life insurance
• Access* to multisport card

*The availability and terms of individual benefits may vary depending on the chosen form of cooperation.