Senior HR Administration Specialist

Seargin; Gdańsk; On-site; PLN 70,000 - 110,000; Full time

Benefits offered by this job

International environment

Modern office in Gdańsk (Garnizon/Wrze

Flexible benefits via MyBenefit

Private healthcare

Group insurance availability

English & German classes

Psychological support

Access to latest technologies

Job summary

Seargin in Gdańsk, Poland, seeks a Senior HR Administration Specialist to provide comprehensive HR and payroll support within an international team. You will manage employee documentation, attendance, and data processing records, ensuring regulatory compliance and accurate payroll input.

You'll coordinate onboarding/offboarding, liaise with external payroll providers, and support HR initiatives while maintaining confidentiality and high service standards in a dynamic, multilingual environment.

Qualifications

• University degree in management, HR, or related field.
• Minimum 2 years of experience in HR Administration or Payroll.
• Good knowledge of labour law and ability to apply regulations.
• Strong MS Excel skills and proficient in MS Office.

Responsibilities

• Provide comprehensive HR administration support and respond to day-to-day HR/payroll queries.
• Prepare, review, and maintain employee documentation ensuring compliance and accuracy.
• Maintain and archive employee records, attendance, and personal data processing records.
• Coordinate onboarding and offboarding, and support HR matters and work organization.

Skills

HR Administration

Payroll

Labour Law

Microsoft Excel

English B2

Polish

Organization

Communication

Education

University degree in HR/Management

Job description

Seargin is an international consulting company that is revolutionizing the technology industry across 50 countries!

We deliver real business value by combining strategic IT consulting with hands‑on implementation, bridging the gap between vision and execution.

Our expertise spans ERP transformation programs, AI-powered workflow optimization, enterprise data management, and cybersecurity. With a team of 1,000+ senior consultants across Europe, the United States and Asia, Seargin supports global organizations in areas such as:

• ERP transformation (such as SAP)
• AI-powered workflow optimization & AI Workforce implementation
• Data governance, MDM, and unified data platforms
• Cybersecurity
• Mergers & acquisitions: end-to-end carve-outs and integrations
• Recovery of stalled or failed initiatives

Our clients - including Fortune 500 leaders - trust us because we don’t just advise. We build, lead, and deliver - with speed, precision, and full accountability.

Join us and shape the future with Seargin - where innovation meets execution.

Senior HR Administration Specialist

Your Role and Responsibilities:

• Providing comprehensive HR administration support to employees and addressing day-to-day HR and payroll-related queries.
• Preparing, reviewing, and maintaining employee documentation, including employment contracts and other relevant documents, ensuring formal accuracy and compliance with applicable regulations.
• Overseeing the proper circulation, completeness, and archiving of employee documentation, as well as maintaining records related to personal data processing.
• Maintaining and updating employee records, working time records, attendance and absence records, as well as documentation related to Employee Capital Plans (PPK).
• Monitoring the accuracy of working time records and verifying holiday and absence data, including conducting periodic data consistency checks.
• Preparing and verifying data required for payroll processing, including overtime reports, bonus statements, absence-related settlements, and working hours reported by contractors working under civil law contracts.
• Maintaining day-to-day cooperation with the external payroll and HR services provider, including sharing relevant data, resolving discrepancies, and coordinating HR administration matters.
• Monitoring the validity of occupational medical examinations (pre-employment, periodic, and follow-up examinations) and coordinating employee referrals for medical assessments.
• Maintaining and updating occupational health and safety (OHS) documentation, including preparing OHS forms, collecting required acknowledgements, and ensuring the accuracy of documentation.
• Organizing and coordinating initial OHS training for new employees.
• Ensuring the smooth handling of formalities related to employee onboarding and offboarding, including supporting new employees on their first day and providing information on HR matters and work organization.
• Coordinating the offboarding process in terms of HR formalities and required documentation.
• Organizing and delivering internal training sessions on procedures owned by the HR Administration team.
• Coordinating registrations for English and German language classes, monitoring attendance, and maintaining ongoing communication with participants and service providers.
• Coordinating employee benefits, including handling day-to-day requests, cooperating with service providers, and ensuring the smooth delivery of related processes.
• Identifying opportunities to improve HR procedures and processes and implementing solutions to increase operational efficiency and the quality of employee support.
• Ensuring the timely, accurate, and compliant execution of HR processes in line with applicable labour law, internal procedures, and organizational standards.

Skills and Personal Attributes:

• A university degree, preferably in Management, Human Resource Management, or a related field.
• At least 2 years of experience in a similar position within HR Administration or HR and Payroll.
• Practical knowledge of labour law and the ability to apply relevant regulations in day-to-day work.
• Very good command of Microsoft Office, particularly Excel.
• English proficiency at B2 level and fluent Polish, enabling effective communication in a professional environment..
• A high level of independence and accountability for assigned tasks and processes.
• Excellent organizational skills, attention to detail, and the ability to prioritize tasks effectively.
• A proactive approach to responsibilities and the ability to work efficiently in a dynamic environment while managing multiple tasks simultaneously.
• Highly developed interpersonal and communication skills, enabling effective cooperation with employees, management, and external service providers.
• A strong commitment to confidentiality, reliability, and high standards of employee service.

What we offer:

• Work in an international environment: Daily opportunity for practical use of foreign languages within a global team.
• Modern office: Office space in one of the most attractive districts of Gdańsk (Garnizon/Wrzeszcz).
• Flexible benefits system: Individual selection of benefits through the MyBenefit platform (including the Multisport card), tailored to your needs and preferences.
• Comprehensive healthcare: Easy access to private medical care, including home visits.
• Attractive group insurance: Preferential terms for group life and health insurance.
• English and German classes - free of charge,
• Professional psychological support: Schedule a session with our psychologist to discuss your needs.
• Access to the latest technologies: Work with cutting‑edge technologies and the opportunity to co‑create innovative solutions based on artificial intelligence.
• Real impact on the future: Participation in projects that shape the future of technology and have a positive impact on various sectors, from space to medical.
• Culture of innovation and pioneering spirit: Being part of an organization that actively implements innovative solutions internally and sets new standards in the industry.