People Operations & Payroll Specialist

Work mode: Hybrid

Reports to: VP Finance

Role Summary

• Own end-to-end contractor lifecycle (onboarding to offboarding)
• Act as single point of contact for contractors
• Ensure accuracy and control of contractor compensation and payments
• Support and control payroll-related processes
• Combine operations, documentation, and financial control responsibilities

Payroll & Compensation Responsibilities (Core Focus)

• Own contractor payment process end-to-end (data → validation → payout readiness)
• Ensure full alignment between signed contracts, agreed rates, and actual payments
• Validate payment inputs before submission to Finance (rates, bonuses, adjustments)
• Support preparation of monthly contractor payroll files
• Calculate and verify variable compensation (bonuses, incentives, commissions)
• Track and document all compensation changes (rate updates, one-offs, corrections)
• Identify discrepancies between expected vs actual payments and resolve proactively
• Ensure timely and accurate payouts in cooperation with Finance and external providers
• Maintain structured compensation database (rates, payment terms, history)
• Support audit readiness (all payments must be traceable to contracts and approvals)

Reporting & Financial Visibility

• Prepare regular contractor payroll reports (monthly / ad hoc)
• Provide visibility on total contractor cost (by team / function / geography)
• Track planned vs actual payments and explain deviations
• Maintain structured datasets for compensation and payments
• Support Finance in forecasting contractor-related expenses
• Build and maintain simple dashboards / reports (Excel / Google Sheets)
• Ensure all compensation data is transparent, consistent, and easily reconcilable

Experience Requirements (Must Have)

• 1–2+ years of experience in payroll, compensation, finance operations, or HR operations
• Hands-on experience working with payments, payroll data, or financial records
• Experience working with contracts, invoices, or structured documentation
• Strong Excel / Google Sheets skills (comfortable with formulas, data validation, basic analysis)
• Proven ability to work with numbers accurately and consistently
• Experience managing multiple workflows and deadlines simultaneously
• Strong attention to detail and ability to identify inconsistencies
• Experience working in structured, process-driven environments
• Fluent English (written and spoken)

Nice to Have

• Experience with contractor or freelance-based models
• Experience working with Polish payroll or EU contractor setups
• Experience with variable compensation models (bonuses, commissions)
• Experience working with external payroll providers or incubators
• Basic understanding of accounting or financial reconciliation
• Experience building reports or dashboards