HR Operations & International Payroll Specialist

As an HR Operations & International Payroll Specialist at Ultimo, you play a key role in ensuring efficient, accurate, and compliant HR operations across our international organization. You are responsible for coordinating HR administration, supporting international payroll processes, maintaining employee data, and continuously improving HR processes and systems.

You work closely with Finance, our external payroll provider, managers, and the wider HR team to ensure employees are supported throughout the employee lifecycle while maintaining high standards of compliance, data quality, and operational excellence.

Key Responsibilities

HR Operations & Employee Lifecycle

• Manage and coordinate HR administration throughout the entire employee lifecycle, from onboarding to offboarding.

• Ensure accurate processing of employee contracts, amendments, personnel files, and HR documentation.

• Maintain employee records and ensure data accuracy within our HRIS (HiBob).

• Execute HR processes in line with internal policies and local employment legislation.

International Payroll

• Coordinate monthly payroll processes across multiple countries together with Finance and external payroll provider (CloudPay).

• Ensure all payroll input, including contract changes, salary adjustments, benefits, leave, and variable compensation, is accurate and submitted on time.

• Validate payroll outputs and resolve discrepancies before payroll approval.

• Support payroll audits and ensure compliance with local legislation, tax, and social security requirements.

• Serve as the primary HR contact for payroll-related employee queries.

HR Systems, Data & Reporting

• Maintain and optimize HR systems, including HiBob, ensuring accurate employee data and efficient workflows.

• Monitor HR data quality and perform regular audits to ensure data integrity.

• Prepare HR and payroll reports, dashboards, and management information.

• Support automation and digitalization initiatives that improve HR efficiency and employee experience.

Compliance & Process Improvement

• Ensure compliance with employment legislation, internal controls, and company policies across multiple countries.

• Maintain and improve HR procedures, templates, and operational documentation.

• Identify opportunities to simplify, standardize, and automate HR and payroll processes.

• Participate in HR projects, system implementations, and continuous improvement initiatives that support business growth.

Qualifications

• 3-5 years of experience in HR Operations, HR Administration, Payroll, or a similar operational HR role.

• Experience coordinating payroll processes, preferably in an international environment.

• Knowledge of HR administration, employment legislation, and payroll processes.

• Experience working with HR systems such as HiBob or similar HRIS platforms.

• Strong command of spoken and written Dutch and English.

• Affinity with digitalization, process optimization, automation, and AI-driven ways of working.

Preferred Qualifications

• Strong organizational skills with excellent attention to detail.

• Highly accurate and process-oriented with a focus on quality and compliance.

• Strong analytical skills and confidence working with HR data and reporting.

• Ability to manage multiple priorities and meet recurring payroll deadlines.

• Proactive mindset with a continuous improvement focus.

• Strong communication skills and the ability to collaborate effectively with Finance, external vendors, managers, and employees.

• Able to work independently while contributing to a collaborative HR team.

Additional Requirements

• Full-time availability (32-40 hours per week).

• Available to work from our Nunspeet office at least 3 days per week (Tuesday - Wednesday - Friday).

Preferred Education

A completed HBO degree or equivalent in:

• Human Resource Management

• Business Administration

• Finance or Payroll Administration

• Business Economics

• Or a comparable field of study.

Ultimo's headquarters is based in the Netherlands with more than 2000 global customers, and is a leading Enterprise Asset Management software provider with a strong reputation for the completeness, flexibility, and configurability of its SaaS EAM solutions.

In the world of Ultimo, asset management processes and the software they require take centre stage. At Ultimo, we develop easy-to-use EAM software for confident asset owners, enabling them to optimize productivity, maximize asset availability, and secure health and safety. We supply out-of-the-box, though supremely flexible, software with an unmatched ROI through short implementations, seamless integrations, and self-service application management.

Acquired by IFS in July 2022, its parent company operates across all continents with its 6000+ employees delivering award-winning enterprise software solutions to help businesses be their best when it matters–at their Moment of Service™.

By joining our team, you will have the opportunity to be part of a global, diverse environment; you will be joining a winning team with a commitment to sustainability and a company where we get things done so that you can positively impact the world.

We're looking for innovative and original thinkers to work in an environment where you can #MakeYourMoment so that we can help others make theirs.