Senior Payroll, HR Administration & Accounting Specialist

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

1. Accounting, Banking & Financial Operations

Own day-to-day accounting documentation, payments, and banking activities for the Polish entity:

• Maintain accounting and financial records
• Review invoices and supporting documents
• Prepare documents for monthly, quarterly, and annual closing
• Manage payments and banking operations
• Monitor expenses and payment deadlines

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 related HR documents
• Calculate payroll, benefits, and other employee-related payments
• Prepare and submit declarations and reports to ZUS, Urząd Skarbowy, GUS
• Ensure timely payment of taxes, social security contributions, and other mandatory charges
• Support employees and managers with HR and payroll-related questions

 Statutory Compliance & External Reporting

• Prepare and submit required documentation to public institutions and other external parties
• Act as the local point of contact for ZUS, Urząd Skarbowy, GUS, PIP, providers, banks, and auditors
• Monitor statutory deadlines and reporting requirements
• Maintain complete and audit-ready documentation for inspections, audits, and internal controls
  Support internal reporting and information requests from the US parent company

Requirements

• 5+ years of experience in accounting, payroll, HR administration, or a similar combined role
• Experience independently managing local accounting, payroll, or HR administration processes
• Experience working in a Polish spółka z o.o.
• 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
• accounting documentation standards
• statutory reporting requirements for a Polish legal entity
• 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 processes
• Strong organizational and documentation management skills
• Ability to coordinate effectively with external providers, banks, public institutions, and internal stakeholders

Systems

Experience with NetSuite and/or Comarch ERP Optima is an advantage

Languages

• Polish — professional working proficiency
• English — professional working proficiency
• Russian — nice to have 

#Poland#Warsaw