Senior HR Administration & Payroll Specialist

Fairmarkit is the #1 autonomous sourcing platform revolutionizing the way all organizations buy & sell. Fairmarkit equips procurement teams with automation, AI, and GenAI so they can source more competitively at scale. Our solutions for tail spend and strategic sourcing help innovative procurement teams reduce cycle times, drive out costs, meet ESG/Diversity targets, and provide a better stakeholder experience to internal partners and suppliers. Fairmarkit has been recognized with awards by organizations such as Gartner and IDC, and is backed by strategic investors like Notable Capital, Insight Partners, 1984.VC, and Newfund.

We are looking for a Senior HR Administration & Payroll Specialist to manage payroll, employee documentation, personnel administration, and statutory HR reporting for our Polish entity. This is an in-house, hands-on role for a professional who can work independently, ensure compliance with Polish labour and payroll regulations, and support local operations as well as reporting to the US parent company.

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

Requirements

• 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

#Poland#Warsaw