Poland HR Administration Specialist | Remote/Hybrid

Coinspaid Enterprise; Warszawa; Hybrid; PLN 78,000 - 123,000; Full time

Benefits offered by this job

Flexible benefits (up to €230/month)

Job summary

Coinspaid Solutions in Warsaw is seeking an HR Administration Specialist to manage end-to-end personnel administration. You will prepare employment documents, maintain records, support ZUS processes, and coordinate legalization and right-to-work verification for foreign employees.

The role is hybrid with 4 days a week in Warsaw. You will work with HiBob, enova365, and Płatnik, ensuring compliance with Polish regulations and supporting payroll and HR operations.

Qualifications

• 3–4+ years of experience in HR administration, payroll support, or a similar role in Poland.
• Experience handling foreign nationals in Poland and communication with public authorities.
• Solid knowledge of Polish labor laws.
• Experience with HRIS and Polish payroll systems.
• Ability to manage multiple deadlines proactively.

Responsibilities

• Prepare and manage employment documentation (contracts, amendments, terminations, certificates) using company templates and ensuring compliance with Polish regulations.
• Maintain accurate employee records (digital and physical files) and ensure audit readiness.
• Ensure data accuracy across HR systems (HiBob) and payroll platforms (enova365, Płatnik).
• Handle registrations/deregistrations and statutory updates with ZUS and other authorities.
• Monitor time and attendance, track leaves, and collaborate with payroll for accurate inputs.
• Serve as primary contact for HR administrative queries and requests.
• Identify opportunities to streamline and automate HR admin processes.
• Support general office administration and ad-hoc operational tasks.

Skills

Polish (fluency)

English (professional)

HR administration

Attention to detail

Tools

HiBob

enova365

Płatnik

Job description

Coinspaid Solutions in Warsaw is seeking an HR Administration Specialist to manage end-to-end personnel administration. You will prepare employment documents, maintain records, support ZUS processes, and coordinate legalization and right-to-work verification for foreign employees.

The role is hybrid with 4 days a week in Warsaw. You will work with HiBob, enova365, and Płatnik, ensuring compliance with Polish regulations and supporting payroll and HR operations.