People Operations & Payroll Specialist

Functieomschrijving

Are you interested in joining one of Europe's fastest growing companies? Do you want to impact the wellbeing of millions of users?
Epassi’s purpose is to boost everyday well-being. We are a leading provider of employee benefit solutions across Europe. We were established in Finland in 2007, and in 2008 we were the first company to launch a mobile-payable employee benefit payment solution in Europe. Since then, we have consistently grown, diversifying our products and introducing our services into new markets.
Epassi has been awarded by the Financial Times as one of the fastest-growing companies in Europe on multiple occasions.

We operate across 9 European markets with over 1,100 people, and is moving from a federation of country businesses to One Epassi, a unified operating model with land-and-expand growth.

This role sits at the intersection of that shift, reporting to the Director, People Operations & Architecture, within our People Operations & Architecture team.

Your mission at Epassi

In this role you are part of how we support every employee at Epassi. You provide them with the best employee experience and keep the operational People engine running smoothly. That starts with you. You are the first person people come to with anything about their employment. You keep contracts and records accurate. You make sure people get paid on time. You give clear answers when they need them. For most employees this is what good People support looks like.

You join at a real turning point. Operational work is moving out of country teams into one company-wide People Operations & Architecture team. So you do more than run the service. You help build it.

Your responsibilities will be:

This role has two core focus areas: people operations and payroll

People Operations

• Manage employee administration across the full lifecycle, including contracts, onboarding, employee changes, leave and offboarding.
• Maintain accurate employee records and documents in HiBob and make sure information is complete, current and compliant.
• Resolve employee and manager queries through our ticketing system and meet agreed service standards.
• Guide employees, managers and other stakeholders on People processes and local employment requirements, escalating complex or sensitive cases.
• Keep local policies, templates, process documentation and knowledge base content up to date.
• Handle employee data securely and in line with GDPR and local requirements.
• Work with People, Finance, IT and other teams to deliver a smooth employee experience.
• Own smaller improvement projects on documentation, data quality and process consistency, and contribute to larger cross market and cross function standardisation work.
• Spot repetitive work and help simplify, document or automate it, while providing cover across other markets when needed.
• Share knowledge with newer team members and help them navigate processes and tools.

Payroll

• Run the internal monthly payroll for Netherlands from start to finish, so employees are paid accurately and on time.
• Collect and process payroll inputs, including starters, leavers, salary changes, bonuses, absences, benefits and deductions.
• Complete the payroll calculation, check the results, investigate discrepancies and make corrections before payroll is finalised.
• Prepare payment files, complete the required checks and approvals, and reconcile payroll with Finance.
• Manage registrations, deregistrations, tax information, social security contributions and other statutory payroll requirements.
• Submit required reports and declarations to authorities, health insurance providers and other external bodies.
• Administer local benefits and answer employee questions about salary, deductions, taxes and social security.
• Manage year-end activities, statutory reporting, certificates and audit requests.
• Keep payroll documentation current, follow legislative changes and improve recurring or manual steps.

Responsibilities may evolve as the People Operations service and Epassi continue to grow.

You'll be successful in this role if you:

• Full ownership of your work. You deliver on time, flag what is unclear, and look for creative, practical solutions rather than accepting inefficient processes as they are. You spot repetitive steps that could be simplified or automated.
• Hands-on experience with people administration across the employee lifecycle, including contracts, onboarding, employee changes, leave and leavers.
• Good knowledge of local employment law, including contract types, working time, leave, probation, notice periods and anti-discrimination requirements. You also know when something needs to be escalated.
• Strong Netherlands payroll experience. You have run internal payroll from start to finish, including payroll inputs, calculations, checks, payment preparation, tax, social security and statutory reporting.
• Confidence using HiBob or a similar HRIS and hands-on experience with a comparable payroll system. You are also comfortable working with Jira, Google Workspace and Slack, and you pick up new tools quickly.
• A disciplined approach to data accuracy. You enter information carefully, check your own work, and keep employee and payroll records clean.
• Confidence using AI in your daily work to draft, summarise and reduce manual effort. You always review the output and never enter confidential employee data into tools that are not approved.
• Clear and kind communication. You explain complex topics simply and remember there is a person behind every payslip and every ticket.
• Good judgement and discretion when handling employee and payroll data. You understand what can be shared, with whom, and when.
• A collaborative mindset. You support colleagues, share knowledge and are comfortable working across different markets.

What you'll be doing (daily):

• Managing employee administration and keeping HiBob records accurate and up to date
• Handling employee and manager queries through the ticketing system
• Running and coordinating the monthly payroll cycle, including inputs, checks and corrections
• Drafting and updating contracts, templates and process documentation
• Working with People, Finance and IT to keep the employee experience running smoothly
• Flagging compliance issues and escalating complex cases where needed

What you should bring:

• Hands-on HR administration experience across the full employee lifecycle
• Strong Netherlands payroll experience, including tax, social security and statutory reporting
• Experience with HiBob or a comparable HRIS
• Solid knowledge of Dutch employment law and GDPR requirements
• A disciplined approach to data accuracy and confidentiality
• Clear, kind communication — with employees, managers and colleagues alike
• Comfort working independently in a changing environment and picking up new tools quickly
• Fluency in Dutch and English

Your language profile:

• Dutch - fluent / B2- C1 (mandatory)
• English - B2-C1 (mandatory)

Your track record:

• Proven experience in HR administration across the full employee lifecycle, including contracts, onboarding, changes and offboarding
• Demonstrated experience running or coordinating payroll end to end, including tax, social security and statutory reporting
• A track record of maintaining clean, accurate employee data in an HRIS
• Experience working with employees and managers directly as a first point of contact for HR queries
• Background in a mid-sized organisation (ideally 400–1,200 employees) where you owned HR processes independently

Your competency profile:

• Ownership & reliability: You deliver on time, flag what is unclear early, and take full accountability for your work — payroll and people data leave no room for error.
• Attention to detail: You enter data carefully, check your own work, and keep records clean across every system you touch.
• Service orientation: You remember there is a person behind every payslip and every ticket, and you respond with clarity and care.
• Comfort with change: Epassi is in active transformation. You are open to new processes, new tools and shifting priorities without losing your footing.
• Collaborative mindset: You work well across teams and markets, share knowledge freely, and support colleagues when cover is needed.
• Discretion: You handle sensitive employee and payroll data with the judgement and confidentiality the role demands.

Why You Should Join Us

Be part of an ambitious growth journey with a clear purpose - boosting everyday wellbeing — and create a meaningful, positive impact on both individuals and society. Join a fast-growing tech company with a strong financial foundation, offering opportunities to grow and make an impact together with us.

• A rich and personally tailored benefits package:
  • Hybrid working
  • 26 vacation days plus 6.5 additional days off (ATV)
  • Employee incentive program
  • All the required hardware and software to get the job done
  • Travel expense allowance, holiday allowance, and pension plan
  • A bike plan plus 70% discount on your own fitness subscription and a free Workit membership
  • Flexible Benefit Budget
  • Team events