HR Administration Specialist

Coinspaid Solutions is a fintech company building blockchain payment infrastructure for the global economy. We design, implement, and scale payment systems that connect digital assets with real-world financial operations. Our solutions help businesses and financial institutions operate efficiently in the evolving digital asset landscape. For over 11 years, we’ve been developing products that bring crypto payments closer to mainstream adoption. Today, our team includes 350+ professionals working remotely across multiple countries. We combine the pace of fintech with a long-term approach to building products, teams, and careers. As a remote-first company, we give people flexibility in how they work while maintaining strong collaboration and shared ownership across teams. 🏆 In 2026, Coinspaid was recognized as Best Corporate Culture in the Blockchain Industry in Europe, reflecting our focus on ownership, trust, and collaboration. We are looking for an HR Administartion Specialist to support end-to-end personnel administration. The role will be responsible for preparing employment documentation, managing personnel files, supporting ZUS-related processes, and coordinating the legalization and right-to-work verification of foreign employees. Location: hybrid work mode from Warsaw or Poznan Responsibilities: Prepare employment and B2B contracts (employment contracts, amendments, terminations, certificates) and B2B contracts using standard company templates in compliance with Polish labor law. Coordinate the legalization process for foreign employees, including drafting applications for work permits ( Zezwolenia na pracę ), declarations ( Oświadczenia ), and notifications ( Powiadomienia o powierzeniu pracy ). Verify foreign candidates' right to work by reviewing their residence status ( Sprawdzenie podstawy pobytu ) Liaise with local government authorities ( PUP, Urząd Wojewódzki, Straż Graniczna ), regarding immigration and employment procedures. Maintain digital and physical personnel files ( Akta Osobowe ) and and proactively track deadlines for visa or residence permit renewals, ensuring that all comprehensive HR documentation for foreign nationals is up-to-date and audit-ready. Maintain data integrity within internal HRIS platforms (Hibob) and Polish payroll systems ( eNova , Płatnik ). Handle ZUS registrations for new hires and process structural statutory changes (including ZUS ZUA / ZUS ZZA forms) within the legally required timelines. Track time and attendance data , monitor timesheet completeness, and calculate holiday entitlement reserves in close cooperation with the payroll team. Serve as the primary point of contact for employees regarding operational documentation-related queries. Identify workflow gaps and recommend practical solutions to optimize, automate, or standardize HR operational processes for the Polish entity. Support ad-hoc general administrative office operations (merchshop activities). Requirements: 3-4+ years of experience in HR administration, personnel operations, payroll support, or a similar role in Poland , ideally in an international company with headcount 400+ employees. Experience with employment of foreign nationals in Poland and procedures involving Urząd Wojewódzki and Urząd Pracy, and the ability to independently communicate with Polish public authorities. Solid knowledge of Polish labor law. Experience working with HRIS and Polish payroll/HR systems. Strong attention to detail, data accuracy, and organizational skills, with the ability to manage multiple deadlines proactively , (i.e., visa, residence permit, work authorization prolongation/expitayion, and ZUS/employment-document deadlines). Fluent Polish and professional English ; both written and spoken. Nice to have: Knowledge of HiBob, eNova and Płatnik would be a strong advantage. Knowledge of Russian language would be a strong advantage. Why should you choose Coinspaid? You’ll be joining a company that is actively shaping its space – with enough scale to matter and enough room to make an impact. At Coinspaid, people are expected to think, contribute, and take ownership – and are supported in doing so. We focus on flexibility, wellbeing, and long-term growth – without overcomplicating how benefits work. Flexible Benefits Benefit Bar – up to €230/monthA flexible monthly budget you can use for what matters most to you – from sports and mental health to coworking, home office, or medical-related expenses. Work & Flexibility Fully remote work from almost anywhere Optional offices and relocation support Flexible, async-friendly environment Growth & Learning Budget for courses, certifications, and professional development Language learning support Cross-team learning and knowledge sharing Wellbeing & Support Medical insurance or reimbursement depending on location Access to mental health support Financial support for important life events Extras Merch shop with rewards system Team offsites and company events Sounds good? Well then, we can’t wait to see your resume! To learn more please visit: https://coinspaid.com/about-us/ & https://coinspaid.com/careers/