Senior Payroll, HR Administration & Accounting Specialist

Key Responsibilities:

• HR Administration, Payroll & Personnel Documentation
• Maintain employee personnel files (akta osobowe) in line with Polish legal requirements
• Prepare employment contracts, civil law agreements, B2B agreements, and other HR-related documents
• Administer employee lifecycle documentation, including onboarding, employment changes, and offboarding
• Handle employment processes for foreign nationals, including preparation and coordination of all required documents and formalities related to their legal employment in Poland
• Calculate payroll, benefits, and other employee-related payments
• Prepare and submit declarations and reports to ZUS, Urząd Skarbowy, and GUS in the scope of payroll and personnel administration
• Ensure timely and accurate processing of salaries, taxes, social security contributions, and other mandatory employee-related charges
• Support employees and managers with HR and payroll-related questions

Statutory Compliance & External Reporting

• Prepare and submit required HR and payroll documentation to public institutions and other external parties
• Act as the local point of contact for ZUS, Urząd Skarbowy, GUS, PIP, external providers, and auditors in the scope of HR administration and payroll
• Monitor statutory deadlines and reporting requirements related to employment, payroll, and personnel documentation
• Maintain complete and audit-ready HR and payroll documentation for inspections, audits, and internal controls
• Support internal reporting and information requests from the US parent company in the scope of HR administration and payroll

• 5+ years of experience in payroll, HR administration, personnel administration, or a similar role
• Experience independently managing local payroll and HR administration processes
• Experience working in a Polish spółka z o.o.
• Experience in employing foreign nationals and preparing all required documents and formalities related to their legal employment in Poland
• Experience in a small or mid-sized organization is preferred
• Experience in an international company is a strong advantage
• Good Practical Knowledge Of Polish labour law
• Payroll and personnel administration
• Personnel documentation standards and employee records management
• Statutory reporting requirements related to payroll and employment for a Polish legal entity
• Regulations and documentation requirements related to the employment of foreign nationals in Poland
• Cooperation with Polish public institutions

Skills

• Strong attention to detail and a high level of accuracy
• Ability to work independently and take ownership of local HR administration and payroll processes
• Strong organizational and documentation management skills
• Ability to coordinate effectively with external providers, public institutions, and internal stakeholders
• High level of confidentiality and professionalism in handling employee data
  Systems
• Experience with NetSuite and/or Comarch ERP Optima is an advantage

Languages

• Polish — professional working proficiency
  English — professional working proficiency