HR Administrator/Manager

Invenda Group AG is an international technology company transforming automated retail through intelligent software and hardware solutions. With teams across Switzerland, the U.S., Germany, Serbia, and Hong Kong, we are scaling fast and continuously improving our internal operations. To support this growth and bring structure and clarity to our people operations, we are looking for a proactive and highly organized HR Administrator / Manager.

This is not a "corporate HR bureaucracy" role - it is a hands-on builder role for someone who enjoys creating order out of chaos, standardizing processes, and running HR in a pragmatic and lean way. You will not manage a large HR department - you will be the HR function, supported by management and external advisors when specialized expertise is needed.

What This Role Is Really About

You will coordinate and run HR processes across multiple countries, ensuring that our HR operations are structured, compliant, and well-organized. Your mission is to design, improve, and execute HR processes, and to implement missing pieces, such as procedures, guidelines, onboarding flows, and documentation, local paperworks etc.

If something requires deep legal or jurisdiction-specific expertise - you will engage external professionals and coordinate the process, not solve legal matters yourself.

Your Key Responsibilities

HR Operations & Coordination

• Serve as the central coordination point for HR processes across all jurisdictions (RS, CH, EU, US, etc.)
• Coordinate with local payroll providers, accountants, and HR advisors
• Maintain and organize employment documentation, policies, employee files, HR trackers, and archives
• Oversee employment contracts, onboarding/offboarding, and role changes using existing templates
• Ensure accuracy and consistency of employee records across systems and countries

Process Design & Systematization

• Build and formalize HR processes (onboarding, offboarding, performance review calendar, HR checklists, etc.)
• Implement and maintain internal HR documentation, SOPs, and templates
• Track deadlines, expirations, and compliance-related HR obligations
• Improve internal communication flows and documentation quality

Employee Lifecycle Support

• Coordinate recruiting steps and candidate communication (job posts, screening coordination, interview scheduling, etc.)
• Organize onboarding plans and ensure newcomers receive the needed tools and documentation
• Support managers with performance review cycles, documentation, and follow-ups

Advisory and External Coordination

• Coordinate with external HR/legal advisors on jurisdiction-specific topics
• Prepare HR summaries and materials for management and Board meetings
• Maintain confidentiality and protect sensitive information

Your Profile

• Strong organizational, administrative, and communication skills
• Hands-on, structured, and process-oriented mindset
• HR background is a plus, but not mandatory if you have strong organizational skills and common sense
• Ability to work independently and "drive things to the finish line"
  
• High proficiency in English (written and spoken) - our internal working language.
• Proficiency in German is an advantage.
• Comfortable with basic office tools (Excel, Word, PowerPoint) and digital platforms (SharePoint, HR tools, etc.)
• Experience in a startup, scale-up, or multi-country environment is a plus
  

What We Offer

• A key role in shaping HR in a growing international tech company
• Full ownership of HR operations and processes
• Flexibility, autonomy, and room to build modern HR foundations from scratch
• Direct collaboration with management and international teams
• Competitive compensation based on qualifications and workload
• A professional environment where common sense, ownership, and humor are appreciated

Summary

We need a smart, structured doer who can organize, coordinate, and build HR processes - not a bureaucrat, not a theorist, but a hands-on executor with good judgment.