HR Operations Specialist – Poland

At Mindbox we connect top IT talents with technology projects for leading enterprises across Europe. 

Join Our Client's Team as an HR Operations Specialist!

As an HR Operations Specialist, you will manage all HR administrative processes dedicated to the Polish market, ensuring alignment with labor law, social security, and tax obligations. You’ll collaborate closely with payroll, HR Services, and regulatory bodies to ensure timely and accurate delivery of documentation, contracts, and reporting.

You will also serve as a subject-matter expert (Tier 2) for HR operations in Poland – handling escalations, advising on compliance, and contributing to ongoing process improvement initiatives.

Sounds like your kind of challenge? 

• Hybrid working model - 2-3 days per week in the office in Wrocław 
• Contract duration: until the end of September 2027

• Deliver complete HR administrative services for Poland, including:
  • Preparation and updates of employment contracts and amendments (e.g. job changes, salary changes, FTE updates, remote work).
  • Issuance of employment and income certificates.
  • Management of statutory confirmations, tax statements (PIT 11), and reporting to authorities.
  • Social security and tax registrations/deregistrations via Płatnik and ePUE systems.
  • Administration of garnishments, bailiff requests, and payroll deductions.
  • Support in statistical and regulatory reporting (PFRON, GUS).
  • Coordination of employee medical check-ups and preparation of required documentation.
  • Handling of hard-copy personnel files and secure documentation archiving where required by law.
• Act as a compliance subject-matter expert, identifying risks and implementing mitigation actions.
• Serve as a Tier 2 contact for employee queries related to HR administrative topics.
• Support audits, inspections, and regulatory reviews – provide accurate documentation and responses.
• Maintain high accuracy and data integrity across HR and payroll systems.
• Contribute to stabilization and efficiency of processes after transitions.
• Maintain and continuously refine Standard Operating Procedures (SOPs) and desk documents.
• Identify automation and optimization opportunities within HR operations.
• Share best practices and contribute to standardization across EMEA HR teams.

#Li-hybrid
Note: Detailed project information will be shared during the recruitment process. 

• University degree in Human Resources, Labor Law, Business Administration, or related field.
• Proven experience in Polish HR Operations, Payroll Support, or Statutory Administration.
• Strong knowledge of labor law, social security regulations, and tax requirements in Poland.
• Hands-on experience with Płatnik and ePUE platforms.
• Practical experience in employee lifecycle documentation – onboarding, offboarding, benefits, terminations, work certificates.
• Experience working with global payroll providers (e.g., ADP) is a plus.
• Understanding of garnishments, statutory filings, and certification processes.
• Familiarity with Workday or other HRIS systems is an advantage.
• Fluent Polish (mandatory) and strong English (spoken and written) for business use.
• Ability to manage manual, compliance-critical processes with precision and accountability.

Core Competencies

• Excellent attention to detail and adherence to deadlines.
• High ownership and accountability for deliverables.
• Ability to work independently in a compliance-driven, process-oriented environment.
• Clear and professional communication skills with internal and external partners.
• Continuous improvement mindset and adaptability to change.

Joining this project you’ll become part of Mindbox – a tech-driven company where consulting, engineering, and talent meet to build meaningful digital solutions. We’ll back you up every step of the way, accelerate your development, and ensure your skills make a difference. 

Submit your application! We look forward to reviewing your profile 😊 

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