HR Operations Specialist

Marta, our HR Operations Team Manager, is on the lookout for a passionate HR Operations Specialist to join her team as Scalapay continues to expand! This role is based in Milan and offers an exciting opportunity to grow in a fast-paced, people-centric environment.

At Scalapay, we believe in creating a workplace that supports both professional success and personal fulfillment—because a great job should fit seamlessly into a great life!

You will:

• Provide administrative support on contracts, health & safety, and Voucher Meals for employees in Italy, France, and Spain.
• Maintain and update all records and documentation in our internal systems, ensuring accuracy and compliance with local regulations.
• Support payroll activities for Italy, France, and Spain, collaborating with payroll providers and ensuring timely processing.
• Ensure accurate and confidential processing of large volumes of information, both electronically and in written format.
• Manage and update employee information in our HRIS (HiBob).
• Assist in implementing HR Operations projects and process improvements across multiple locations.
• Support the onboarding of new employees in collaboration with the Talent Acquisition team to ensure a seamless experience from pre-hiring to post-hiring, helping them feel welcomed and oriented from day one.
• Act as a point of contact for employees, answering HR policy and administrative queries and ensuring a smooth employee experience.

Who We're Looking For

Background and Experience

• Degree in HR, Business Administration, or a related field
• Fluent in English & Italian (both written and spoken)
• Strong proficiency in Excel (including VLOOKUP and Pivot Tables)
• Previous experience in an HR-related role (HR Operations, Payroll, or HR Administration preferred)

Soft skills

• Data-driven mindset – ability to analyze and interpret HR data effectively
• Proactive approach – takes initiative and anticipates challenges
• Highly organized – able to manage multiple tasks and meet deadlines
• Experience with HRIS systems (e.g., HiBob or similar)
• Strong attention to detail (important for payroll, compliance, and admin tasks)

Recruiting process

• Introductory Call – A first conversation with Marta, HR Operations Team Manager, to discuss your background and the role.
• Case Study – A practical task to assess your skills and problem-solving approach.
• Interview with Luisa, our Chief People Officer – A deeper discussion about your HR expertise and strategic alignment.
• Final Chat with Simone, Our CEO – A closing conversation to align on vision and expectations.