Senior HR Administration Specialist

Seargin Ltd; Województwo pomorskie; On-site; PLN 60,000 - 100,000; Full time

Benefits offered by this job

International Environment

Modern Office — Garnizon, Wrzeszcz, Gd

Benefits and Healthcare — Multisport,

Language Development — English and 2nd

Psychological Support

Innovative Projects and Technologies

Culture of Innovation

Job summary

Seargin Ltd in Poland seeks an HR Administrator to manage HR administration, documentation, and records with accuracy and compliance. This role supports payroll data, onboarding/offboarding, and OHS, while coordinating benefits and language courses in a multinational environment.

The ideal candidate has at least 2 years in HR/Payroll, strong Excel skills, and fluent Polish and English. A university degree in Management or HR is required, with the ability to work independently.

Qualifications

• At least 2 years in HR Administration or HR/Payroll operations.
• Knowledge of labour law and its application in HR processes.
• Experience maintaining employee records and documentation.
• Experience preparing payroll data and verifying time/absence records.
• Strong MS Office skills, especially Excel.
• Fluent Polish and English at B2 level.
• Organized, detail-oriented, and able to work independently.
• Confidentiality and strong interpersonal skills.

Responsibilities

• Manage HR Administration and Documentation.
• Maintain employee records, working time, attendance, and PPK data.
• Coordinate payroll data, overtime, bonuses, absences, and contractor hours.
• Collaborate with external HR and payroll providers.
• Coordinate onboarding and offboarding processes.
• Oversee OHS documentation and medical examinations.
• Coordinate benefits and language courses (English & German).
• Improve HR processes and ensure compliance.

Skills

HR Administration

Labour Law

HR Documentation

Payroll & Time Management

MS Office Excel

Languages: Polish/English

Organization & Independence

Communication & Confidentiality

Education

Degree in Management/HR

Tools

Microsoft Excel

Job description

• Manage HR Administration and Documentation
  • Prepare, review, maintain, and archive employee documentation, ensuring accuracy and compliance with labour law and internal procedures.
• Maintain Employee Records and Working Time Data
  • Maintain employee records, working time, attendance and absence data, and documentation related to Employee Capital Plans (PPK).
• Coordinate Payroll Processes
  • Prepare and verify payroll data, including overtime reports, bonus statements, absence settlements, and contractors’ working hours.
• Cooperate with External HR and Payroll Providers
  • Coordinate daily administrative matters, share relevant data, and resolve discrepancies with external HR and payroll service providers.
• Coordinate Onboarding and Offboarding
  • Manage HR formalities and documentation for new and departing employees, providing onboarding support and guidance on HR procedures.
• Manage OHS and Medical Examination Processes
  • Maintain OHS documentation, organize initial OHS training, monitor medical examination validity, and coordinate employee referrals.
• Coordinate Employee Benefits and Language Courses
  • Handle employee benefit requests, cooperate with service providers, and coordinate registrations and attendance for English and German classes.
• Improve HR Processes and Ensure Compliance
  • Deliver internal training, identify process improvements, and ensure efficient, accurate, and compliant HR operations.

Requirements

• HR Administration Experience
  • At least 2 years of experience in HR Administration or HR and Payroll, with practical knowledge of daily HR operations.
• Labour Law Knowledge
  • Practical knowledge of labour law and the ability to apply relevant regulations in employee administration and HR processes.
• HR Documentation and Record Management
  • Experience maintaining employee records, preparing employment documentation, and ensuring accurate and compliant personnel files.
• Payroll and Working Time Administration
  • Experience preparing payroll-related data, verifying working time and absence records, and supporting payroll processes.
• Microsoft Office Skills
  • Very good command of Microsoft Office, particularly Excel, with the ability to manage and verify HR data efficiently.
• Fluent Polish and English at B2 level, enabling effective communication with employees and external service providers.
• Organization and Independence
  • Strong organizational skills, attention to detail, accountability, and the ability to prioritize tasks and work independently.
• Communication and Confidentiality
  • Excellent interpersonal skills, effective stakeholder cooperation, reliability, and a strong commitment to confidentiality.
• Educational Background
  • A university degree in Management, Human Resource Management, or a related field.

What we offer

• International Environment
  • Daily opportunities to use foreign languages and collaborate with an international team.
• Modern Office
  • Office space in Garnizon, Wrzeszcz, Gdańsk.
• Benefits and Healthcare
  • MyBenefit platform, including Multisport, private medical care, and group insurance.
• Language Development
  • Free English and German classes.
• Psychological Support
  • Access to professional psychological consultations.
• Innovative Projects and Technologies
  • Opportunities to work with AI-driven solutions and innovative projects across various industries.
• Culture of Innovation
  • An opportunity to contribute to new solutions and continuous improvement within the organization.

Work with us