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Gdańsk, Poland Office Administrative

Senior HR Operations Specialist

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Description

Ciklum is looking for a Senior HR Operations Specialist to join our team full-time in Poland.

We are a custom product engineering company that supports both multinational organizations and scaling startups to solve their most complex business challenges. With a global team of over 4,000 highly skilled developers, consultants, analysts and product owners, we engineer technology that redefines industries and shapes the way people live.

About the role:

As an Senior HR Operations Specialist,  you will manage comprehensive HR administration tasks—from preparing employment documents, B2B contracts and civil law contracts to maintaining accurate records, ensuring compliance, and partnering with external providers. You’ll also support immigration and benefits processes, deliver HR data integrity within the Oracle system, and offer local expertise on labor law and operational best practices.

Responsibilities

  • HR Administration & Documentation:
    • Independently prepare and manage employment-related documentation, including employment and civil law contracts (mandate, specific-task, B2B) ensuring legal compliance in Poland
    • Maintain accurate employee and contractor records per statutory requirements and company policies, managing changes such as roles, bonuses, contractual data, and internal updates with complete autonomy
    • Enter and oversee data accuracy in the ERM/Oracle system promptly and precisely
    • Process and manage invoices from external HR providers
  • Payroll & Benefits Coordination:
    • Prepare payroll input data and liaise with payroll service providers to ensure correct processing
    • Oversee administration of employee benefits, including social benefits, insurance, employee capital plans (PPK), with full ownership of the process
  • Immigration & Legal Compliance:
    • Update visa and work permit information in HR systems with accuracy and completeness
    • Support employment legalization for foreign employees by facilitating and preparing required document for work permits and visas
    • Stay up-to-date on changes in Polish labor law and provide local legal guidance and compliance oversight
  • Reporting, Audits & Process Ownership:
    • Prepare regular HR reports (e.g., staffing, payroll trends, benefits utilization)
    • Own and enhance HR administrative processes and workflows
    • Cooperate with providers of social benefits and services to ensure seamless benefits delivery
  • Employee & Internal Client Support:
    • Respond to routine HR-related queries
    • Provide expert local support and tools to managers
    • Advise foreign employees during adaptation and relocation, including cultural integration and logistical guidance

Requirements

  • Solid experience in HR administration in Poland (3+ years preferred), including payroll, employment contracts, and working with foreign employees Familiarity with civil law contract frameworks is key
  • Strong knowledge of the Polish Labor Code and civil contract regulations
  • Proficiency in HRIS systems (e.g. Oracle, SAP, or ServiceNow) and G-suite
  • Proficiency in Excel
  • Excellent communication and interpersonal skills, with attention to detail and ethical handling of sensitive information
  • Ability to work autonomously and manage end-to-end HR administrative processes
  • Speaking good Polish and English is a must (C1 minimum)

What's in it for you

  • Strong community: Work alongside top professionals in a friendly, open-door environment
  • Growth focus: Take on large-scale projects with a global impact and expand your expertise
  • Tailored learning: Boost your skills with internal events (meetups, conferences, workshops), Udemy access, language courses, and company-paid certifications
  • Endless opportunities: Explore diverse domains through internal mobility, finding the best fit to gain hands-on experience with cutting-edge technologies
  • Flexibility: Enjoy flexibility – full remote working possibilities
  • Care: We’ve got you covered with company-paid medical insurance, mental health support, and financial & legal consultations

About us:

At Ciklum, we are always exploring innovations, empowering each other to achieve more, and engineering solutions that matter. With us, you’ll work with cutting-edge technologies, contribute to impactful projects, and be part of a One Team culture that values collaboration and progress.
With delivery centers in Wrocław and Gdańsk, our 300+ professionals in Poland drive forward-thinking solutions for global clients. Join a community where collaboration sparks innovation—and your impact reaches millions.
Want to learn more about us? Follow us on  Instagram, Facebook, LinkedIn.

Explore, empower, engineer with Ciklum!

Experiences of tomorrow. Engineered together

Interested already?

We would love to get to know you! Submit your application. Can’t wait to see you at Ciklum.

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