People Operations and Administration Specialist

Company Description

At HCM Deck we support the success of more than 300,000 employees from companies such as Jeronimo Martins, Allegro, Decathlon, Play, Polsat Plus Group, OTCF, Nationale Nederlanden, Allianz and more.

Our team works fully remotely (we have employees from all over Poland) or hybrid from three offices: Kraków, Warszawa, and Tarnów. We are remote friendly thanks to our remote smart culture and digital ecosystem.

Above all, we are a team of HR tech enthusiasts who love to work on enabling people and organisation development! And, according to the survey insights, our team members love us for the flexibility, autonomy, and a great fun & growth company culture.

Job Description

We are looking for a proactive and detail-oriented individual, who is excited to take on a mix of People-related tasks and administrative duties in an agile tech environment.

Why should you choose us and our People Team?

• You will have the opportunity to expand your expertise in the People area by actively participating in a wide range of HR tasks, within a People team that operates in line with global best practices.
• You will join a team where most processes are clear and well-structured, and at the same time, continuous improvement is highly valued

What else is in it for you?

• Working in a remote-friendly culture founded on autonomy, accountability, and belonging
• Structured onboarding process to help you settle smoothly into your new role
• Enablement of your individual development supported by ongoing constructive feedback, high degree of autonomy, dedicated Individual Development Budget and 8h of Individual Development Time monthly so that you can regularly invest focus time in your own continuous development and your Individual Development Plan
• Possibility to work in a hybrid format from our office in Kraków Fabryczna complex (ca. 2 office days/week)
• Competitive salary depending on your skills and experience: 6200-7200 PLN gross/month on CoE, 
• Working in a team with a passion for what we do
• Co -financed Multisport card 
• Co -financed Private health insurance 
• Equipment and modern digital collaboration tools (you get to choose your own device, Mac or PC)
• Full time contract
• Flexible working hours and work life balance - it is something we really care about
• Regular face to face work & fun team meetings
• Wellbeing Days - 4 extra days off annually to further promote work-life harmony 

Check out what scope you will be taking care of at HCM Deck:

Your work will consist of approximately 50% People operations-related responsibilities (for ca.50 coworkers)

• Running recruitment processes in collaboration with the People & Culture Manager 
• Running and overseeing pre- and onboarding processes
• Payroll related tasks incl. preparing data for external payroll provider, coordinating leave and sick leave management
• Personnel administration incl. handling all employment documentation, managing PPK registrations, administration of company benefits and similar
• Supporting the execution of various processes/initiatives owned by the People Team (eg. wellbeing calendar, integration face to face meetings, recurring all-company online meetings)

and 50% administrative tasks, like:



• Issuing and sending sales invoices, cost re-invoicing, monitoring payments, and sending reminders for overdue balances
• Entering all outgoing company payments into the bank system, managing prepaid cards
• Managing the workflow of cost invoices in the Saldeo system, adding invoices to the workflow, and verifying them, ensuring invoice completeness
• Coordinating collaboration with external providers for accounting and payroll services, ensuring the delivery of all necessary documents and explanations, resolving discrepancies
• Managing the workflow and organization of all company documentation, ensuring accuracy and completeness (especially commercial agreements)
• Administrative tasks, including managing business travels and connected reimbursement, office management and handling physical mail

Qualifications

We are looking for a person with:

• Previous experience in administration, accounting or HR (2-3 years ideally)
• At least basic understanding of payroll processes, employment documentation and labor law principles
• General understanding or willingness to learn about financial transactions, invoice processing, and cost control
• Experience working with accounting and HR systems (e.g., Saldeo, Enova) is a plus
• Ease and willingness to work with various digital platforms/tools (IT literacy)
• Proactive & problem-solving mindset with strong communication skills
• Great attention to details and well-organized
• Adaptability and eagerness to work in agile HR environment
• Ability to work autonomously and high sense of responsibility
• Fluent Polish and B2 level of English
• A real “Can Do” attitude which continuously drives you to proactively take initiative and test new approaches 
• Resilience that helps to eagerly embrace FAILs as First Attempts In Learning.

Additional information

If your profile and our role look like a potential great mutual match, here is what you can expect during our recruitment process:

• First exploratory call from the recruiter to briefly discuss the role and our mutual expectations
• A recruitment assignment to let you test what your actual work would be about
• 1st interview with two of your peers, during which we would like to know more about your experience and qualifications and we would discuss your assignment
• 2nd interview, with People and Culture manager & Business Operations Manager during which we would like to know more about you as a person and let you know us better

Does it sound like an exciting opportunity for you or someone in your network? Do not hesitate to apply or pass the ad on.

We’re looking forward to meeting you!