Senior HR & Office Operations Specialist

Position Summary

We are looking for a highly organized and experienced Senior HR & Office Operations Specialist to join our growing EU team. This hybrid role combines end-to-end HR operations, immigration support, and payroll coordination with office administration and employee engagement responsibilities. You will play a critical role in supporting our employees throughout their lifecycle while ensuring our workplace remains efficient, compliant, and engaging.

Key Responsibilities

HR Operations & Shared Services

• Employee Lifecycle Management:
• Manage onboarding, contract preparation, probation tracking, promotions, transfers, and exits.
• Provide HR guidance in line with Austrian/EU labor laws and company policies.
• Work Permit & Immigration Support:
• Handle visa, Blue Card, and residence permit processes for Austria and other EU regions.
• Coordinate with legal partners and government authorities to ensure timely and compliant processing.
• Payroll Coordination:
• Collaborate with Payroll and Finance to ensure accurate monthly payroll execution.
• Review and verify HR-related data such as new hires, terminations, and statutory contributions.
• Employee Orientation & Policy Management:
• Lead onboarding sessions and maintain employee handbooks and orientation materials.
• Serve as a point of contact for HR queries regarding policies, benefits, and procedures.
• Regional Expansion Projects:
• Support HR setup in new EU markets by drafting localized contracts, designing compliant HR policies, and ensuring payroll and legal alignment.

Office Administration & Engagement

• Office Management:
• Manage office supplies, vendor relationships, lease agreements, and any fit-out or office relocation projects.
• Ensure a safe, efficient, and welcoming office environment for both employees and visitors.
• Vendor & Asset Management:
• Oversee procurement and logistics of office and merchandise supplies.
• Maintain strong relationships with service providers and vendors.
• Employee Engagement & Welfare:
• Plan and execute local in-person and virtual events, celebrations, and welfare arrangements (e.g. meals, gifts, transportation).
• Support team-building initiatives and promote company culture.
• Business Travel & Relocation Support:
• Assist in travel bookings, focusing on visa and accommodation arrangements for guests, business travelers, new hires, or relocation cases.

Key Requirements

• Bachelor's degree in HR, Business Administration, or a related field.
• Minimum of 5 years of experience in HR operations, shared services, or office administration, preferably within the EU.
• Strong knowledge of Austrian and EU labor and immigration laws.
• Familiarity with payroll processes and HRIS systems (e.g., SAP).
• Experience in managing office operations and vendor relationships.
• Excellent organizational, multitasking, and interpersonal communication skills.
• Strong stakeholder management and problem-solving abilities.
• Fluency in both German and English is required.