HR & Payroll Admin

7 days ago

Thessaloniki, Central Macedonia, Greece VIPA Group Full time

We are looking to hire a

HR & Payroll Admin

Based in Thessaloniki (Hybrid)| Ref: GHR - 0126

About VIPA

VIPA is a European multinational company, based in Lausanne, Switzerland, with a leading position in the global recycling and recovered material trading sectors. Its Greek subsidiary, VIPA Hellas, has the country headquarters in Thessaloniki (G&G Office Complex, Mediterranean Cosmos area) and employs more than 300 people in Greece, achieving constant dynamic growth in both operations and manpower. We are looking for a professional based in Thessaloniki, that will be working on a 9:00-17:00 schedule, working closely with the Group Headquarters in Lausanne.

Why VIPA?

For us each and every team member is special and important, and this is the reason why we invest in education, training, personal and professional growth. We offer great working conditions in a multinational environment, in a dynamic and fast-growing company.

Key Duties & Responsibilities

Approve all group expenses for around 100 employees: review details, investigate unclear points and claim, report any issues or irregularities.

Separate office costs from business trip expenses. Maintain updated in the Expenses Tracking System and ensure proper tracking to distinguish office maintenance from travel costs.

Responsible for monthly closure and reporting

Perform random monthly checks on expenses

Import expense data into Power BI reports

Coordinate with the partner travel agency and Finance departments to monitor payments

Oversee VIPA events: prepare budgets, send reminders and awareness emails about company policies

Follow up on travel insurance cases and control cost relevance.

Track business trips to know their schedules and better manage the costs

Ensure regular updates of employee data in Group HRIS

Support Group HR projects: create job descriptions, conduct surveys, assist in recruitment, maintain competency matrices, define job requirements, draft internal regulations, and help harmonize HR policies and processes across entities.

Qualifications & Competencies

Finance coordination or expense management, HR Administration experience, preferred

Experience in an international or multicultural company is a strong asset

Previous exposure to expense management tools and HRIS systems preferred

Strong organizational and analytical skills, with great attention to detail

Excellent communication and interpersonal abilities – comfortable interacting with employees across different departments and countries

Ability to analyze expense data, identify inconsistencies, and ensure compliance with company policies

Confidentiality and integrity when handling sensitive HR and financial information

Proactive, curious, and able to work independently while collaborating closely with the Group HR Generalist

Comfortable with multitasking and managing priorities in a dynamic environment

Fluent in English (both written and spoken); Greek required; French or Spanish is an asset

Reporting Line

The position reports to the Group HR Generalist based in Lausanne, Switzerland

What we offer

Hybrid work arrangement (3 days at the office and 2 days from home)

Private health insurance

Corporate equipment

Continuous training and opportunities for professional and personal development

Excellent working conditions in a multinational environment

Only applications in English and only local candidates will be considered.

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