HR Administration & Back Office Specialist

About the role

The HR Administration & Back Office Specialist ensures smooth HR and office operations for the EMEA organization, focusing on DACH and UK activities. Based in Cologne, the role supports the DACH Country Manager and local teams, contributing to employee experience, compliance, and day‑to‑day business continuity across Germany and selected EMEA markets.

Key responsibilities

• Manage HR administrative processes, including onboarding, documentation, and coordination with local authorities and tax offices.
• Serve as main contact for the German payroll consultant, handling payroll‑related documents.
• Administer the Zucchetti time‑tracking system for attendance, vacation, and sick leave.
• Provide first‑line HR support for employee inquiries and documentation.
• Coordinate with legal counsel on employment matters such as terminations and severance.
• Act as Security Officer for Germany, overseeing workplace safety, risk assessments, and first‑aid/fire training.
• Support recruitment by screening applications and conducting initial interviews.
• Oversee general services and vendor management, including German car fleet, office supplies, cleaning, internet, and other operational suppliers.
• Manage front‑desk operations and office administration for the Cologne office.
• Create and process purchase orders and invoices for HR, retail, and marketing activities in Germany, the Netherlands, and the UK.
• Assist finance with reporting, commission sales reports, and local document handling.
• Ensure compliance with internal procedures, local regulations, and CO₂ reporting for retail operations.

Required profile

Required skills

• Zucchetti time‑tracking system