People Administration Specialist

Behind every great employee experience is a strong operational foundation. At Ledgebrook, we're hiring a People Administration Specialist to help support and scale the people processes that enable our team to do their best work.

This is an opportunity to play a foundational role in supporting our newly established entity in Poland while working as part of a global People team. You'll be responsible for ensuring our core People operations run smoothly and compliantly, supporting the employee lifecycle, benefits administration, payroll processes, and HR documentation. While your primary focus will be our growing team in Poland, you'll also have the opportunity to collaborate with colleagues across multiple locations and contribute to global People initiatives as we continue to scale.

We're looking for someone who is organized, detail-oriented, proactive, and enjoys creating structure and efficiency behind the scenes.

In return, you'll gain exposure to a fast-growing startup environment and have the opportunity to help build and improve people processes from the ground up.

Ledgebrook is a tech-enabled E&S MGA on a mission to modernize specialty insurance. The industry is burdened with legacy technology and inefficient processes that limit innovation at scale—we're changing that. Our goal is to become a best-in-class, full-stack insurance and re/insurer, leveraging AI and data-driven insights to transform underwriting, pricing, and risk selection.

What You’ll Do: 

• Manage end-to-end employment administration processes, including preparing employment contracts, amendments, and monitoring contract expiration and renewal dates.
• Coordinate occupational health examinations and ensure compliance with mandatory employee medical check-up requirements.
• Organize and coordinate health and safety (BHP) training for new employees.
• Administer employee benefits programs, including enrollment of new hires and ongoing collaboration with benefit providers, maintaining strong vendor relationships.
• Collaborate closely with an external payroll provider on employment administration, payroll, and employee documentation.
• Collect, prepare, and verify payroll inputs, ensuring accurate and timely salary processing.
• Ensure compliance with labor law regulations and provide day-to-day HR guidance to employees and managers.
• Support and coordinate employee onboarding and offboarding processes.
• Maintain, update, and archive employee records while ensuring accurate HR documentation and data management.
• Provide administrative and operational support across HR processes and initiatives.

Here at Ledgebrook we’re passionate about creating a team that thrives on continuous learning and shares our excitement about building a company from the ground up. We’re looking for people to join us with:

• A passion for delivering world-class customer service to our internal and external customers
• Intellectual curiosity and a strong desire for innovation, rather than following the status quo
• A hunger for continuous learning and opportunities to grow
• Agile prioritization skills coupled with a keen sense of urgency - we balance getting it right with getting it done right now
• A strong drive and desire to win together as a high-performing team
• A moral compass to "do the right thing, period." We have zero tolerance for toxic behaviors
• An eagerness to actively participate and connect with the whole team, across remote locations
• An honest, transparent communication style
• A proactive, solution-oriented mindset. We don’t look for blame, we look for the solution

• Minimum 2 years of experience in HR Administration or a similar HR Operations role
• Strong knowledge of labor law and HR administration processes
• Experience in preparing employment documentation and maintaining employee records
• Familiarity with payroll processes and payroll data administration
• Experience coordinating employee benefits, occupational health examinations, and onboarding/offboarding activities
• Excellent organizational skills with strong attention to detail and accuracy
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Very Good command of English, both written and spoken.

Please note: This position is open only to candidates who are authorized to work in Poland without the need for current or future employer-sponsored work authorization. We are unable to offer visa sponsorship at this time.

• Remote & flexible work arrangements 
• Unlimited Paid Time Off
• Private Healthcare (LuxMed Family - fully sponsored by Ledgebrook)
• Helping Hand Program
• High-Growth Startup Environment
• Exposure to the U.S. Insurance Market
• Opportunity to meet and collaborate with colleagues in the US through occasional business travel

• Base Salary Range 9,000-12,000 PLN gross/month (Contract of Employment) - This is a good-faith compensation range based on what Ledgebrook reasonably expects to pay for this position at the time of this posting. Actual compensation may vary based on a variety of relevant factors including experience, qualifications, geographic location and other relevant factors.  
• Employees in this position are eligible to participate in Ledgebrook’s equity incentive program.