Finance & HR Operations Specialist

We are looking for a Finance & HR Operations Specialist to support financial operations and HR administration. This role will play a key part in ensuring accurate financial records, smooth operational processes, and compliant HR administration in Poland. This is an excellent opportunity for a detail-oriented professional who enjoys working across finance, accounting, and HR operations in an international environment.

1. Accounting, Banking & Financial Operations

Maintain accurate accounting and financial records and support the monthly financial close process. Responsibilities include:

Accounting & Financial Documentation

• Verify the accuracy and completeness of accounting documentation
• Prepare and organize financial documentation for monthly and annual closing
• Maintain proper archiving of accounting records and financial documentation
• Support reconciliation of financial records and documentation

Banking & Payments

• Monitor vendor and contractor payment deadlines
• Review payment documentation and coordinate payment processing
• Reconcile bank statements and maintain accurate records
• Manage operational communication with banking partners

Financial Operations & Reporting Support

• Monitor operational expenses and review invoices for accuracy
• Prepare internal financial summaries and expense reports
• Support preparation of management reporting and financial analyses

2. HR Administration, Payroll Coordination & Compliance

Support HR administration and payroll coordination in compliance with Polish labor regulations. Responsibilities include:

HR Administration

• Maintain employee personnel files (akta osobowe)

• Prepare and administer HR documentation including, employment contracts (umowa o pracę), B2B agreements, and related amendments
• Ensure HR documentation complies with Polish labor law requirements

Payroll Coordination

• Coordinate payroll data preparation
• Review payroll inputs and supporting documentation
• Maintain payroll documentation and records

Regulatory & Administrative Compliance

• Prepare and submit required documentation to relevant public institutions
• Maintain communication with regulatory authorities when necessary
• Monitor regulatory deadlines and maintain proper documentation for audits or regulatory reviews

Requirements

Experience

• Minimum 5 years of professional experience in accounting, finance operations, or HR administration
• Experience working with Polish accounting and HR documentation
• Experience working in a Polish limited liability company (spółka z o.o.)
• Experience working with external accounting or payroll providers preferred
• Experience with NetSuite and Comarch ERP Optima preferred

Professional Knowledge

• Polish accounting documentation standards, tax regulations, and labour law and HR documentation requirements

Skills

• Strong attention to detail and organizational skills
• Ability to manage financial documentation and accounting processes
• Ability to coordinate with external partners, service providers, and public institutions
• Strong communication and administrative coordination skills

Languages

• Polish — working proficiency
• English — working proficiency
• Russian — fluent

#Poland