HR Administration & Payroll Specialist

What We Are Looking For:

Reporting to the HR Administration Manager, as a HR Administration & Payroll Specialist you will be responsible for personnel administration and payroll activities across the Group companies, ensuring accuracy, compliance, and timely execution of all related processes while providing support to employees and internal stakeholders.

Key Activities:

• Preparation and submission of mandatory employment notifications (UNILAV) to the Italian Ministry of Labour for the Group companies.
• Preparation, reconciliation, and monthly closure of timesheets through TeamSystem, including manual management of anomalies and supporting documentation.
• Creation, updating, and maintenance of employee records within HR systems (TeamSystem).
• Administration of pension and healthcare funds.
• Management of supplementary insurance schemes (e.g., Reale Mutua, QUAS) and monitoring of enrolments and terminations.
• Opening and administration of workplace accident and maternity cases, ensuring compliance with deadlines and reporting requirements.
• Drafting of commitment letters for employees.

Payroll and Monthly Activities:

• End-to-end payroll administration for both current-month and deferred payroll cycles, including:
• collection of payroll variables;
• submission of payroll inputs to TeamSystem payroll providers;
• payslip review and implementation;
• final payroll validation.
• Coordination with the Labour Consultant and TeamSystem Payroll Provider.
• Post-payroll activities and F24 tax/payment management in collaboration with Treasury.
• Management and allocation of meal vouchers.

Time & Attendance Management, Reporting and Data Analysis:

• Preparation of monthly HR reports covering:
• Extraction and reprocessing of data from TeamSystem due to the lack of structured automated reporting.
• Preparation of ad hoc reports for HR and Finance departments.
• Management of headcount files and monitoring of new hires.
• HR data analysis using advanced Excel tools.

Internal Communication and Employee Support:

• Daily support to employees on administrative matters, including payslips, attendance records, leave requests, permits, and employee benefit funds.
• Management of payroll-related requests:
• Preparation and distribution of internal HR communications relating to contractual changes, company policies, and administrative updates.

Document Management and Record Keeping:

• Management and archiving of HR documentation within SharePoint and TeamSystem.
• Organisation of onboarding folders and employee documentation.
• Ensuring GDPR compliance and proper digital record retention.

Qualifications

• Bachelor’s degree in Humanities, Economics, Business Administration, or a related field (Master’s degree in Human Resources Administration and Personnel Management preferred).
• 3 years of experience in a similar HR Administration and Payroll role.
• Excellent command of Italian; fluency English.
• Advanced proficiency in Microsoft Office Suite, particularly Excel.
• Experience with HR and payroll systems, preferably TeamSystem.
• Excellent organisational and prioritisation skills.
• High level of accuracy and attention to detail.
• Strong operational problem-solving abilities.
• Ability to handle sensitive and confidential information with discretion.
• Strong teamwork and stakeholder management skills.
• Proactive attitude and ability to work independently while managing HR administrative processes.

What We Offer:

• Annual gross salary ranging from €30.000 to €35.000;
• Supplementary health insurance ;
• A culture that values diversity, equity, and inclusion.

Our company is committed to diversity and inclusion. We encourage applications from all qualified individuals, regardless of gender, age, nationality, or background. By applying, you consent to the processing of your personal data in accordance with GDPR (EU Regulation 2016/679) and applicable national laws.