HR & Office Coordinator, Part-time (30h/week)

To continue to fuel Swappie’s profitable growth path by supporting our most valuable asset, the swappians, we are now looking for a detail-oriented

**HR & OFFICE COORDINATOR (w/f/d)**in Leipzig

The People Team at Swappie is responsible for attracting, hiring, supporting and engaging a talented workforce and leaders, split across Helsinki HQ and Operational sites in Leipzig and Tallinn.

As our **HR & Office Coordinator**, you will be part of our local HR team, whose mission is to ensure a smooth people experience at Swappie Leipzig. You will contribute to the success of the site and Swappie by enhancing warehouse & office safety, comfort, cleanliness, and productivity through coordination, support, and execution of various workplace-related tasks and projects. In addition you play an essential role in hiring new employees, on-boarding practices and HR administrative work.

This is a permanent, part-time (30hours/week) position in Swappie’s dynamic and international People team. We would love for you to join us in our Leipzig office in Wahren as soon as possible.

**IN THIS VERSATILE ROLE YOU GET TO DO THE FOLLOWING**:
**Office Management**

- Track and budget office-related spend together with HR and the site management

- Coordinate office function vendors such as cleaning companies or other ad hoc service providers

- Purchase office supplies and merch based on the agreed process, and receive and sort incoming deliveries of these

- Arrange travel bookings and coordinate visits

- Plan and organise in-house and off-site activities, parties and celebrations

- Collaborate with HSE and Quality team to assure appropriate health and safety measures are in place and followed

- Welcome our guests according to highest standards

- Coordinate and execute projects related to the office space, events, engagement and wellbeing etc.

**HR Administration**

- Maintain data accuracy in HR systems and ensure compliance with employment laws and regulations; update internal guidance as needed.

- Take ownership of the visa process, ensuring all steps are managed accurately and efficiently.

- Collect pre-onboarding information and ensure a smooth, high-quality onboarding experience for all new employees.

- Support leaders in onboarding activities and continuously develop and improve onboarding processes.

- Prepare employment contracts and manage on-boarding logistics, including preparation of work phones and related documentation for new joiners.

**WE WOULD LIKE TO HEAR FROM YOU IF YOU**

- Have strong German skills - these are needed during the HR admin work with the local authorities

- Are fluent in English too (verbal and written) - this is the only language we use inside Swappie walls, as we are a diverse 700 employee company with over 70 nationalities

- Are familiar with administrative procedures in Germany, e.g. work certifications and payroll preparation.
- Basic knowledge of German labor law and employment contracts is a plus
- Experience in recruitment work is also an advantage

- Thrive in teams and communicate effectively across the organization

- Are eager to learn HR processes and grow within the function

- Have that Customer-oriented mindset and want to service your internal customers with excellence

- Have attention to detail, and fantastic organisational and time management skills

**HOPEFULLY THESE WILL GET YOU EXCITED TO JOIN THE TEAM**:

- Supportive & low-hierarchy team where you can be your true self - Our strength as a company comes from the diverse group of people we're proud to employ. Whoever you are - you're welcome at Swappie

- Flexible part-time working hours and a remote working opportunity when operational needs allow

- In addition to monthly salary, Swappie well-being monthly voucher, phone plan and Swappie device discounts, topped with inspiring events and bi-annual visits to Helsinki/Tallinn.

- Opportunity to choose the devices that help you to do your job in the best way possible

- A chance to make an impact on creating a more sustainable future by making refurbished mainstream - working at Swappie makes you part of the solution; not the pollution ️

- Learning, development, and growth opportunities

**Other information**

- Contract type: Permanent, part-time 30h/week

- Hours: Flexible, according to your availability as long as certain weekly meetings get done

- Role level: P2, junior

**RECRUITMENT PROCESS**

1. **Discussion with the Head of Talent Acquisitio**n** (30 minutes): Let’s start exploring together if this role and Swappie as an employer could be a match for you We’ll also chat about what it takes to hire the best talent to Swappie.

2. **Meet the Hiring Manager, Katharina** (60 minutes): Let’s get to know each other further and dive deeper in the role and what kind of HR skills you would bring to the team

3. **Meet our Regional HR Manager, Britta**(45 minutes): Discussion about Swappie ways of working, culture and behaviours.