HR Payroll & Admin Expert

About InPost

InPost is a leading player in the business to consumer parcel delivery market. In Poland, they are successfully redesigning the last mile for e-commerce as the market leader.

InPost covers the Italian market with a network of 5000 PUDOs (Pick Up and Drop Off points) and 3000 fully automated parcel lockers (accessible 24/7), enabling customers to collect, send and return parcels at their earliest convenience.

We're passionate about our mission and products, and our People are the reason we succeed. We're looking for people with drive and curiosity, who will join us in re-writing the norm!

Job Summary

The HR Payroll & Admin Expert ensures the accurate, timely, and compliant execution of all payroll and HR administrative processes for InPost Italia. This role requires frequent and structured collaboration with the external payroll provider, rigorous attention to regulatory compliance, and strong ownership of HR data integrity. The Expert works in close collaboration with the HR Labour Relations & Administration Expert for the application of contractual and union-related requirements in payroll and administrative processes.

Key Responsibilities

Payroll Processing

• Coordinate and ensure the accurate and timely processing of monthly payroll (salaries, bonuses, one-off payments) in collaboration with the external payroll provider

• Act as the primary operational contact for the external payroll firm, ensuring data accuracy and process compliance

• Ensure correct application of CCNL provisions, contractual agreements, and regulatory updates (provided by the Labour Relations Expert) in all payroll calculations

• Act as the main point of contact for employees with questions about payslips, payroll, or benefits

HR Administration & Employee Lifecycle

• Manage the administrative aspects of the full employee lifecycle: contract preparation, amendments, promotions, transfers, and terminations (UNILAV, communications to relevant authorities)

• Ensure employee records are accurately and promptly maintained in the HRIS (HiBOB), in compliance with data protection regulations

• Coordinate the administrative onboarding of new hires (contracts, HRIS setup, company assets) in collaboration with the Talent Acquisition Coordinator and the People Experience & Communication Manager

• Manage the preparation, tracking, and filing of company asset assignment letters (laptop, mobile phone, company car, access cards, and any other corporate equipment), ensuring all documents are signed, archived, and updated upon each employee lifecycle event (new hire, role change, offboarding)

• Administer day-to-day employee benefits programs (health insurance, welfare, company perks) within the contractual framework defined by the Labour Relations Expert

Budget, Reporting & Compliance

• Monitor and report on the payroll and HR budget: headcount tracking, cost analysis, and monthly variance reporting

• Prepare HR reports, dashboards, and data deliverables: headcount reports, ISTAT questionnaires, benchmark analyses, and data room preparation

• Coordinate and prepare for HR-related audits and inspections, ensuring all records and documentation are complete, accurate, and audit-ready

• Ensure ongoing compliance with Italian labor legislation and company policies in all administrative processes, in collaboration with the Labour Relations Expert for regulatory interpretation

Vendor Management

• Manage day-to-day relationships with HR service providers (payroll firm, benefit providers, insurance), ensuring SLA compliance and contract adherence

Skills & Qualifications

• Degree in Economics, Law, or related fields

• 3–5 years of experience in HR administration and payroll, preferably in multinational environments

• Excellent knowledge of Italian labor legislation and CCNL (preferred: CCNL Commercio)

• Advanced knowledge of Excel; experience with HRIS platforms (HiBOB, SAP SuccessFactors, INAZ or equivalent)

• High accuracy, reliability, and attention to detail — especially in handling sensitive payroll and personal data

• Strong organizational skills: able to manage multiple deadlines simultaneously and work autonomously

• Excellent communication and interpersonal skills; ability to liaise effectively with employees, managers, and external providers

• Good level of English (written and spoken); knowledge of Polish is considered a strong plus

Why Join Us

• Excellent growth opportunities in a dynamically developing company

• Multinational environment with international exposure

• Flexible, creative, and vibrant working environment

• Contribute to the creation of responsible and sustainable logistics

• Attractive salary & benefits package

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