HR Process Coordinator

Software Mind; Województwo małopolskie; Remote; PLN 90,000 - 130,000; Full time

Benefits offered by this job

Language classes

Private healthcare

Multisport card

International projects

Flexible remote cooperation

Job summary

Software Mind is seeking an experienced HR & payroll specialist to support day-to-day HR administration in a multi-company setting. You will organize and standardize HR processes, handle documentation, and work with external partners on payroll systems, including Enova.

You will lead improvement initiatives, monitor labor law changes, prepare HR reports, and collaborate with Legal and other departments to implement policies across projects. Fluent English and strong Excel skills are essential.

Qualifications

• Minimum 5 years in an independent HR role in an international company (2 years coordinating projects).
• Knowledge of Labour Law and GDPR; practical rules for employee records.
• Experience organizing and documenting processes, instructions and internal policies.
• Experience coordinating HR improvement projects and ad hoc initiatives.
• Proficiency in HR and payroll systems; Enova knowledge is a plus; strong Excel for reporting; AI familiarity is a plus.
• Very good communications with employees, managers and external partners.
• Fluent English, spoken and written.

Responsibilities

• Support HR and payroll day-to-day administration across multi-company setup.
• Standardize and support HR processes, defining cooperation rules with departments.
• Identify areas for improvement and automate HR processes, including AI-based tools.
• Cooperate with external partner on HR and payroll system; report needs and test changes.
• Co-create and update internal HR policies and procedures.
• Prepare, update and implement company regulations with Legal.
• Prepare HR reports and summaries.
• Run ad hoc HR projects and initiatives.
• Track changes in labor law and support HR audits.

Skills

English fluency

Excel reporting

Communication skills

Project coordination

HR systems

Payroll systems

AI awareness

Tools

Enova

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.

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.

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.

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.