HR Admin & Payroll Specialist

About Team

Our HR team plays a critical role in shaping the future of IPF Digital by ensuring we attract, onboard, and support top talent across the business. Operating in a fast-moving, high-growth environment, we partner closely with leaders and teams to build organizational capability and foster an inclusive culture.

At IPF Digital

We’re in the process of transforming into a skills-based organization – where your capabilities and potential matter more than static job titles. We focus on what you know, what you’re great at, and what you want to grow into. Not sure if you meet every requirement? We’d still love to hear from you. Let us know what you can bring – we’re excited to learn more.

This role gives you the space to contribute to multiple HR areas and shape your own path. In our People teams, we believe your skills fuel your impact.

Here’s how you’ll put your skills into action

HR Operations:
Work closely with the HR Data & Reward Lead to ensure smooth delivery of HR services across the entire employee lifecycle — from onboarding to offboarding — supporting our people and maintaining operational excellence.

Payroll Management:
Act as the main point of contact for our external Polish HR Admin & Payroll provider. Ensure all employee data is accurate, complete, and submitted on time for payroll processing. Review payroll outputs, raise and resolve discrepancies, and guarantee that every payment is right — every time.

HR Documentation & Compliance:
Prepare and maintain employment contracts, amendments, and other key HR documentation. Ensure compliance with local employment law and internal policies while maintaining a high standard of accuracy and confidentiality.

Employee Lifecycle & Benefits:
Be the go-to person for joiners, movers, and leavers — ensuring all documentation, system updates, and benefits processes run seamlessly. Manage and coordinate employee benefits (such as private medical care, life insurance, sports cards, Employee Capital Plan, Social Fund, and homeworking allowances) in cooperation with local providers.

Data Integrity & Reporting:
Maintain accurate and up-to-date employee data in our HR system (Sage HR). Prepare monthly and ad hoc reports, including headcount, cost centre, and JML summaries, supporting both HR and Finance teams with reliable insights.

Cross-Functional Collaboration:
Work with Finance and external partners to ensure correct cost allocations and invoice accuracy. Provide advice and guidance to line managers on HR administration, benefits, and documentation.

Continuous Improvement:
Identify opportunities to enhance processes and data quality. Contribute ideas that drive efficiency and continuous improvement across HR operations.

Global Exposure:
Collaborate with HR colleagues across IPF Digital’s international markets — gaining insight into payroll, benefits, and people practices in countries such as Mexico, Australia, and beyond.

Nice-to-have skills that will help you thrive in this role

• Strong organizational skills with attention to detail and accuracy.
• Experience working with HR systems (Sage HR, SAP, or similar).
• Familiarity with Polish labour law and HR best practices.
• Analytical mindset — ability to work with data and reports.
• Proactive, solutions-oriented approach and readiness to work independently.

We also know that experience counts – and we believe the following can support your success

• Proven experience in HR administration and/or payroll coordination.
• Experience collaborating with external payroll providers.
• Confidence in working in a fast-paced, international environment.
• Excellent communication skills in both Polish and English.