HR Administration Team Lead

SOFTSWISS is hiring an HR Administration Team Lead to join our dynamic HR team. In this role, you will lead the team’s day-to-day work and oversee employment operations across service agreements, EOR contracts and employment contracts in multiple countries. You will help ensure that processes are accurate, timely and well-documented, while identifying opportunities to improve their efficiency and reliability.

You will work closely with Finance, employees, contractors, managers and external service providers to support a consistent experience and resolve complex employment-related cases.

Purpose of the role

You will ensure reliable and efficient HR administration across multiple countries and contract types. By guiding the team, coordinating recurring employment processes and maintaining strong relationships with internal stakeholders and external providers, you’ll support accurate contract administration, timely payroll inputs and continuous improvement of employment operations.

Key responsibilities

Lead and coordinate the team’s employment operations, setting priorities and ensuring work is accurate, timely, and well-documented

Support and review existing processes, identify gaps and opportunities for improvement, and implement practical changes that strengthen efficiency, consistency, and control

Oversee contract administration from preparation and execution through updates and offboarding, across service agreements, EOR contracts, and employment contracts, coordinating employment-related relocation processes as well

Coordinate payroll inputs and recurring employment processes, including time and absence records, timesheets, leave balances and employee lifecycle changes

Ensure employment records, documentation and HR system data are accurate and up to date

Coordinate employment operations across countries and legal entities, working with external providers on local requirements and employee changes

Advise employees and internal teams on employment arrangements, processes, policies, systems and documentation, involving external providers when needed

Guide the team through complex cases and questions that require investigation, clarification or approval

Required Experience

At least 4 years of experience in HR Operations, Employment Operations, payroll administration, or a related field

At least 1–2 years of experience leading a team or coordinating operational processes

Practical knowledge of employment contracts, EOR contracts, and service agreements, including how their administration differs

Experience coordinating employment processes across multiple countries or legal entities, including work with external providers

A track record of improving operational processes, with the ability to spot issues, prioritize changes, and follow through on implementation

Familiarity with HRIS and ERP systems

Strong organizational skills and attention to detail, with confidence managing recurring deadlines and sensitive documentation

Clear communication skills and the ability to guide colleagues, explain processes and handle complex cases thoughtfully

Confidence working cross-functionally with Finance, employees, contractors, managers and external providers

Professional English and Russian for day-to-day written and verbal communication

Basic Excel skills, including lookup functions (e.g., VLOOKUP or XLOOKUP)