Senior HR Operations Specialist, Warsaw

emagine; Warszawa; On-site; PLN 150,000 - 190,000; Full time

Benefits offered by this job

Direct visibility

Autonomy

Collaborative culture

International team

Competitive salary

Job summary

emagine is seeking a Senior HR Operations Specialist to own end-to-end HR processes for the Poland region, based in Warsaw. You will partner with the Deputy CPO and cross-geo teams to ensure compliant payroll, robust HR data, and scalable processes.

You will manage external payroll relationships, stay current on Polish employment law, and drive data-driven insights to support strategic initiatives across a growing international People function.

Qualifications

• 5+ years in HR Operations, People Ops, or similar role.
• Experience coordinating external payroll providers across Poland.
• Strong grounding in employment law and HR compliance across Poland.
• Proven ability to own and improve processes end-to-end.
• Experience with HRIS platforms and data-driven HR reporting.

Responsibilities

• Own and improve end-to-end employee lifecycle processes (onboarding, contracts, changes, offboarding).
• Develop, document, and maintain HR policies, procedures, and maps; identify gaps and improvements.
• Maintain HR data integrity across HRIS; generate reports for decisions.
• Coordinate with payroll providers; ensure accuracy, timeliness, and compliance.

Skills

HR operations

Payroll management

HRIS reporting

Data analytics

Stakeholder management

English & Polish

Tools

HRIS platforms

Payroll systems

Job description

ABOUT EMAGINE

emagine is a leading technology consulting and staffing company operating across Europe, India, and the UAE. We connect highly skilled tech professionals with ambitious organisations, delivering the expertise that powers digital transformation. Our People function is at the heart of our business — shaping how we attract, develop, and retain the talent that makes emagine exceptional.

THE ROLE

As Senior HR Operations Specialist, you are the operational engine that keeps People processes running smoothly, compliantly, and at scale — while also acting as a genuine partner who shapes how those processes are designed and improved. This is not a purely executional role.

Reporting to the Senior People Consultant, you will own the full HR operations lifecycle for emagine's Poland region, based in Warsaw. You will combine deep operational expertise with the analytical mindset and strategic curiosity needed to make HR ops a source of competitive advantage. Payroll across Poland is managed through external providers; you will be the internal owner of those relationships, ensuring quality, accuracy, and compliance at every step. You will also collaborate actively with People peers across emagine's other geographies on global projects and initiatives.

KEY RESPONSIBILITIES

HR Operations & Process Ownership

• Own and continuously improve the end-to-end employee lifecycle processes — onboarding, contract management, changes, offboarding — ensuring a seamless employee experience.
• Develop, document, and maintain HR policies, procedures, and process maps; proactively identify gaps and recommend improvements.
• Build and maintain HR data integrity across our HRIS; generate regular and ad-hoc people analytics reports to support business decisions.
• Act as the internal subject matter expert on employment law and HR compliance across Poland — flagging risks and leading compliance initiatives.

Payroll Vendor Management

• Serve as the primary internal point of contact for our external payroll providers in Poland.
• Oversee monthly payroll cycles — reviewing inputs, validating outputs, resolving discrepancies, and ensuring accurate, timely delivery.
• Monitor SLAs, manage provider performance, and lead periodic reviews; identify and lift quality or compliance issues.
• Stay current on legislative changes (tax, social security, leave entitlements) across Poland, and ensure payroll reflects them accurately.

Strategic Contribution

• Partner with the Deputy CPO and People Consultants to design and scale people processes that support emagine's growth strategy.
• Lead or contribute to HR projects and initiatives — job architecture, compensation benchmarking, policy harmonisation, system upgrades.
• Use data to tell stories: prepare people metrics, dashboards, and insights that enable evidence-based decision-making.
• Act as a trusted resource for managers and employees on HR operational queries, balancing empathy with pragmatic guidance.

WHAT WE'RE LOOKING FOR

Experience & Background

• 5+ years in an HR Operations, People Ops, or similar role, ideally within a technology company, consultancy, or fast-paced international environment.
• Demonstrated experience managing or coordinating external payroll providers, ideally across Poland
• Strong grounding in employment law and HR compliance across Poland.
• Proven ability to own and improve processes end-to-end, not just execute them.
• Experience working with HRIS platforms and producing data-driven HR reporting.

Skills & Attributes

• Structured, detail-oriented, and reliable — you get things right and on time.
• Analytically curious: comfortable with data and eager to use it to surface insights.
• A genuine problem-solver who can move from identifying an issue to proposing and implementing a solution.
• Excellent interpersonal and communication skills; able to build trust across all levels of the organisation.
• Fluent in English and Polish

WHAT EMAGINE OFFERS

• A high-impact role at the centre of a growing, international People function.
• Direct visibility with and access to senior leadership.
• The autonomy to shape how HR Ops is done — not just maintain it.
• A collaborative, high-trust culture with colleagues across Europe, India, and the UAE.
• Competitive salary and benefits package.

We empower companies with high-end IT services

emagine is a high-end business, engineering & IT consulting company. Enabled by an extensive network of experts, emagine powers progress, solves challenges and delivers real results through tailored high-end consulting services. emagine is headquartered in Copenhagen, Denmark with departments in France, Germany, Ireland, the Netherlands, Norway, Poland, Portugal, Sweden, United Kingdom, United Arab Emirates as well as India. Over the last couple of years, the company has grown extensively, increasing its international footprint to become one of the biggest consultancies in its segment in Europe and beyond. emagine A/S is owned by private equity company Axcel and a group of senior staff and board members.

Are you our new colleague?

At emagine, we value diversity immensely. Both when it comes to backgrounds and competences, but also in relation to personality and individual ambition. We are a diverse and well-rounded group made up of experienced specialists, generalists, recent graduates and self-taught people. We are generally curious, helpful and happy to share knowledge with our colleagues.

We are proud of our values that are based on honesty, kindness, helpfulness and solidarity. We nurture a strong community culture, where cooperation is paramount – not just locally but also across borders with our international departments. Only in unison can we provide the best service to our clients and affiliated consultants – and that is our goal. As an employee of emagine, you will experience a close-knit culture in which people stand side by side and where there is an emphasis on building close relationships. Going to work must be a fun and enriching experience yet still provide a challenge. That is why we take several steps to ensure that work is motivating and engaging. Finally, we also strive to create the right conditions for physical and mental wellbeing.

Want to know more about what it is like to work at emagine?

Visit our Instagram to get a better idea of who we are or get in contact with our HR department.