HR & Office Coordinator

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 (30h/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 non-technical 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 full ownership of the visa process, ensuring all steps are managed accurately and efficiently.
• Conduct group interviews, perform CV screening in our recruitment system, and manage candidate communication throughout the hiring process.
• 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 to be signed prior to the employee's first working day.
• Manage onboarding 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.
• 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, fantastic organisational and time management skills

The nice to haves, but we can work on these together:

• Basic knowledge of German labor law and employment contracts is a plus
• Experience in recruitment work is also an advantage

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 career growth opportunities

Other information

• Job type: Permanent, part-time 30h/week
• Hours: Flexible, according to your availability as long as certain weekly meetings get done
• Salary range: €/month. Precise start salary inside the range will depend on your skills and experience level (which we will assess during the hiring process)

Does this sound like an exciting opportunity you don't want to miss? If yes, we would love to hear from you Apply by clicking on the "Apply for this job" and send us your application

at the latest.

If you have any questions about the hiring process, role levels, or want to get our tips for making an excellent application, do visit our How we hire-page:

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.