HR & Payroll Coordinator - #2202559

Description

Europe Job Description

We are seeking a reliable and detail-oriented HR & Payroll Coordinator to join our Munich office. This full-time role offers a unique combination of HR administration and operational payroll support. You will work closely with the HR Manager and Finance Manager to ensure smooth HR processes across the employee lifecycle and accurate, timely payroll coordination in partnership with our external provider (ADP).

The ideal candidate brings solid experience in German HR administration and payroll processes, strong organizational skills, and enjoys working in a collaborative, international environment.

Key Responsibilities

HR Administration & Employee Lifecycle:

• Provide comprehensive administrative support from onboarding to offboarding for all employees.
• Draft and manage employment contracts, amendments, certificates, references, and confirmations.
• Maintain and update digital personnel records and employee master data.
• Coordinate and track employee absences, long-term sick leave, and parental/maternity leave processes.
• Support in managing internal secondments and other mobility-related matters.
• Ensure GDPR-compliant handling of employee data at all times
  
  

Payroll Coordination & Execution

• Daily review and filing of incoming payroll-related change requests and supporting documents.
• Prepare and timely input monthly master data changes into the ADP payroll platform.
• Timely monthly entry of individual/one-time payroll data changes in ADP (e.g., bonuses, one-off payments).
• Review ADP trial run payroll reports and communicate required adjustments promptly.
• Review final payroll documents and ensure correctness.
• Coordinate monthly payroll payments to employees and social security providers.
• Collaborate closely with the Finance Manager, German HR team, European Payroll Department, and Accounting team.
• Serve as a point of contact for internal and external payroll-related inquiries (e.g., from employees, social security bodies, tax offices, and auditors).
  
  

Recruitment Support & Coordination

• Support recruitment processes for business services, legal professionals, and students.
• Draft job descriptions and post vacancies in collaboration with the HR Manager.
• Manage interview coordination, candidate communication, and tracking of recruitment data.
• Assist in employer branding initiatives and recruitment-related events as needed.
  
  

General HR Operations & Process Improvement

• Maintain up-to-date employee absence records and timekeeping systems.
• Support the preparation of reports and analysis for internal use and compliance.
• Handle administrative inquiries from employees and leadership related to HR and payroll matters.
• Actively contribute to improving existing HR processes and implementing new workflows.
• Support cross-departmental collaboration with IT, Marketing/BD, and Office Management.
  
  

Qualifications & Skills

• Completed commercial or HR-related training, ideally with further qualification in HR or payroll (e.g., Personalfachkaufmann/-frau).
• Minimum 2–3 years of relevant experience in HR administration and payroll support, ideally in an international or professional services environment.
• Strong knowledge of German labor law, tax, and social security regulations.
• Hands-on experience with payroll systems (experience with ADP desirable).
• Proficient in Microsoft Office and digital HR systems.
• Excellent communication skills in German and English (spoken and written).
• Strong attention to detail, a structured approach, and the ability to prioritize and multitask in a fast-paced environment.
• Discretion, reliability, and a collaborative mindset.
  
  

At Reed Smith, we welcome direct applications either in response to one of our advertised vacancies or on a speculative basis. Please click the "Apply Now" button to submit your details and we will be in touch.

No search firms/agencies please.

Reed Smith's success depends heavily on the effective utilization of qualified people, regardless of their race, ancestry, religion, colour, sex, age, national origin, sexual orientation, gender identity and/or expression, disability, veteran's status, or any characteristic protected by law. As a firm, we adhere to and promote equal employment opportunity for all.