People Operations & Payroll Specialist

Job Description

Who we are

Epassi is a leading provider of employee benefit solutions across Europe, founded in Finland in 2007. We were the first in Europe to launch a mobile-payable employee benefit solution. Since then, we have consistently grown, diversifying our products and entering new markets - today we operate across 9 European markets with over 1,100 people.

The Financial Times has recognised us multiple times as one of the fastest-growing companies in Europe.

We are going through a significant transformation: from a federation of country businesses to One Epassi, a unified operating model. This role sits at the heart of that shift, reporting to the Director, People Operations & Architecture.

Your mission

You are the first person employees in Italy come to with anything about their employment. You keep contracts and records accurate, make sure people get paid on time, and 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

The role has two core focus areas: People Operations and Payroll.

People Operations

• Manage employee administration across the full lifecycle: contracts, onboarding, employee changes, leave and offboarding
• Maintain accurate employee records in HiBob, ensuring data is complete, current and compliant
• Resolve employee and manager queries through the ticketing system, meeting agreed service standards
• Guide employees, managers and stakeholders on People processes and local employment requirements, escalating complex cases
• Keep local policies, templates, process documentation and knowledge base content up to date
• Handle employee data securely and in line with GDPR and Italian requirements
• Work with People, Finance, IT and other teams to deliver a smooth employee experience
• Spot repetitive work and help simplify, document or automate it

Payroll

• Run the internal monthly payroll for Italy from start to finish, so employees are paid accurately and on time
• Collect and process payroll inputs: starters, leavers, salary changes, bonuses, absences, benefits and deductions
• Complete the payroll calculation, check results, investigate discrepancies and make corrections before finalisation
• Prepare payment files, complete required checks and reconcile payroll with Finance
• Coordinate with the labour consultant (consulente del lavoro) and relevant authorities where applicable
• Administer local benefits (e.g. meal vouchers, welfare platform) and answer employee questions on payslips, deductions and social security
• Manage year-end activities: Certificazione Unica (CU), tax equalisation, statutory reporting and audit requests

You'll be successful in this role if you have

• Hands-on HR administration experience across the full employee lifecycle
• Strong Italian payroll experience - ideally managing payroll internally end-to-end, not only coordinating with an external payroll provider
• Good knowledge of Italian employment law: CCNL, contract types, working time, leave entitlements, probation, notice periods
• Solid understanding of Italian payroll compliance.
• Confidence using HiBob or a comparable HRIS, and hands-on experience with an Italian payroll system (e.g. Zucchetti, TeamSystem, Paghe Web)
• Familiarity with Jira, Google Workspace and Slack - you pick up new tools quickly
• A disciplined approach to data accuracy: you check your own work and keep records clean
• Confidence using AI in your daily work to draft, summarise and reduce manual effort - always reviewing output and never entering confidential data into unapproved tools
• Clear, kind communication - there is a person behind every payslip and every ticket
• Good judgement and discretion when handling sensitive employee and payroll data
• A collaborative mindset, comfortable working across markets and functions

Your track record

• Proven experience in HR administration across the full employee lifecycle
• Demonstrated experience running Italian payroll end-to-end, including INPS, IRPEF and statutory reporting
• A track record of maintaining clean, accurate employee data in an HRIS
• Experience working directly with employees and managers as a first point of contact for HR queries
• Background in a mid-sized organisation with autonomous ownership of HR processes

Your competency profile

• Ownership & reliability - you deliver on time, flag blockers early and take full accountability; 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 adapt to new processes 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 the role demands

Language profile

• Italian - Native / C2 (mandatory)
• English - B2–C1 (mandatory)

Why join us

• Be part of an ambitious growth journey and join a global community of driven, bold, entrepreneurial, yet grounded, Epassians in a company that is constantly evolving
• Work with a clear purpose, boosting everyday wellbeing, and create a meaningful, positive impact on both individuals and society
• Thrive in an open and inclusive culture with low hierarchy, where relationships are built on respect, camaraderie, and shared successes and challenges
• Come as you arel, we'll bring out the best in you and support your personal and professional growth
• Join a fast-growing tech company with a strong financial foundation, offering real opportunities to grow and make an impact
• Contribute to solidifying our position as the leading player in Europe's employee benefit market and help shape the next wave of success