Payroll & Admin Coordinator

Job Description

Position : Payroll & Admin Coordinator

Location : Krakow, Poland / Madrid, Spain

Job Summary

We are looking for a detail-oriented and proactive Payroll & Admin Coordinator to support our People Operations function.

This role will serve as the primary point of contact with local payroll administrators, payroll providers, and benefits vendors.

The main focus of the position is managing payroll processes and local benefits operations across EMEA and APAC.

The role ensures accurate and timely payroll processing, maintains employee lifecycle data, supports onboarding activities, and keeps employment records in compliance with legal and organizational standards.

The ideal candidate will have strong attention to detail, excellent organizational skills, and the ability to collaborate effectively with internal teams and external providers on payroll and benefits operations across EMEA and APAC.

Key Responsibilities

Payroll & Compensation Support

Coordinate with payroll providers monthly to ensure timely and accurate payroll and benefits processing across EMEA and APAC.

Provide up-to-date information on new hires, terminations, pay adjustments, bonuses, and other applicable benefits.

Track and implement changes based on Collective Bargaining Agreements (CBAs) or other legal / contractual requirements in collaboration with local payroll providers.

Validate and maintain compensation data to ensure consistency and accuracy across systems, including benefits management platforms.

Assist with payroll audits and resolve discrepancies as needed.

Track and maintain records of local benefits and insurance contracts.

HR Operations & Data Management

Maintain accurate employment records, including contracts, amendments, terminations, and role changes.

Keep employee information updated in Outlook and coordinate with IT regarding titles, reporting lines, and other details.

Manage HR systems (HRIS and people data files) and trackers with employee information such as start / end dates, compensation, and job titles.

Ensure all documentation complies with labour laws and company policies.

Prepare regular HR reports and dashboards with relevant employee data.

Provide guidance on travel policy arrangements.

Onboarding & Offboarding Support

Coordinate onboarding logistics, including office access cards, IT setup, welcome materials, and orientation schedules. Liaise with IT and local administration as needed.

Arrange office and parking access and collaborate with landlords or office administrators when applicable.

Additional HR Support

Serve as a point of contact for basic employee queries related to payroll, benefits, and HR policies.

Support employee benefits administration and liaise with vendors as required.

Assist in the implementation of HR projects, policies, and initiatives.

Maintain confidentiality and handle sensitive employee information appropriately.

Qualifications & Skills

Bachelor’s degree in Human Resources, Business Administration, or a related field.

4+ years of experience in HR operations, payroll coordination, or a similar role.

Familiarity with European labour laws and data privacy regulations (e.g., GDPR).

Proficient in HRIS systems and Microsoft Office, particularly Excel.

Excellent communication skills and strong attention to detail.

Fluent in English.