HR & Payroll Administrator

Smarthotel

5d • Hybrid

About The Position

Smarthotel is hiring a part-time HR & Payroll Administrator to support day-to-day HR administration for its Dutch team, assist with monthly payroll, and coordinate office operations in Utrecht. The role is 24 hours per week, ideally arranged as four six-hour days, with five shorter days also open for discussion. The position works closely with the Head of Finance and serves as a point of contact for colleagues. It covers the employee lifecycle and offers opportunities to develop HR and payroll knowledge, including consideration for early-career professionals who are eager to learn.

The role’s responsibilities span HR administration, payroll support, and office administration. HR work includes maintaining employee records and documentation; coordinating onboarding and offboarding; administering leave and sickness absence; responding to routine colleague questions; supporting internal communications, learning, and wellbeing activities; maintaining GDPR-compliant records; preparing reports; and providing basic HR administration to small UK and Northern Ireland teams. Payroll work includes gathering monthly inputs, processing employee changes, checking payroll information and discrepancies, preparing payroll for approval by the Head of Finance, assisting with filings and Finance data, maintaining deadlines, answering routine payslip questions, and preparing employer statements. Office work includes managing supplies, suppliers, post, deliveries, and visitors; organising practical arrangements for office events; coordinating workspace, equipment, and access for new colleagues; and maintaining first-aid, BHV, and workplace-safety registers.

The role is based in a hybrid arrangement: two days each week at the Utrecht office and two days working from home. It is offered on a 12-month fixed-term contract, with the prospect of a permanent position. The salary is €3,100–€3,400 gross per month based on a 40-hour working week, paid pro rata for 24 hours depending on experience, plus 8% holiday allowance. Smarthotel offers a friendly, international and collaborative team, close support from the Head of Finance, professional development, €25 in monthly Alleo vouchers, and a €400 Smart Budget for home-office setup.

Requirements

• An MBO+ or HBO qualification in HRM, Personeel & Arbeid, administration, or a related field, or equivalent experience.
• Around 1–4 years of experience in HR, personnel, or payroll administration in the Netherlands.
• A working understanding of Dutch employment basics, including payroll tax, holiday entitlement, sickness absence, and employment contracts.
• Fluent Dutch and good business English.
• Strong Excel and Microsoft 365 skills.
• A structured and accurate approach to work, with discretion when handling confidential information.
• A proactive, practical attitude and confidence taking ownership and raising questions when needed.
• A positive, team-oriented approach and willingness to help colleagues.

Nice To Haves

• Experience with Loket.nl, HiBob, or similar HR and payroll systems.
• A Praktijkdiploma Loonadministratie (PDL), or interest in obtaining one.
• Experience organising office events.
• Some knowledge of UK employment and pensions.

Responsibilities

• Maintain accurate HR and payroll records and systems, prepare contracts and letters, and monitor important deadlines.
• Coordinate onboarding and offboarding administration, including ID checks, documentation, system access, and equipment.
• Administer annual, special, and family leave, as well as sickness absence.
• Answer routine HR questions, refer sensitive matters, and assist with internal communications, learning, and wellbeing activities.
• Maintain secure, GDPR-compliant employee records and prepare headcount, absence, and leave-balance reports.
• Provide basic HR administration for the UK and Northern Ireland teams, with the Netherlands as the main focus.
• Collect monthly payroll inputs, process employee changes, and check information against approved documentation.
• Perform pre-payroll checks, flag discrepancies, and prepare payroll for approval by the Head of Finance.
• Prepare payroll data for Finance, assist with monthly and annual filings, and maintain payroll deadlines.
• Answer routine payslip questions and prepare employer statements.
• Manage office supplies, supplier contact, post, deliveries, and visitor reception.
• Coordinate bookings, catering, and practical arrangements for team activities and office events.
• Coordinate with Facilities and IT to prepare workspaces, equipment, and access for new colleagues.
• Keep first-aid, BHV, and workplace-safety registers up to date.

Benefits

• €25 in monthly Alleo vouchers.
• €400 Smart Budget for home-office setup.
• Professional development and opportunities to expand HR and payroll knowledge.
• Hybrid working, with two days a week at the Utrecht office and two days working from home.
• 8% holiday allowance.
• Long-term prospects, with a 12-month fixed-term contract and the prospect of a permanent position.
• Friendly, international, collaborative team environment and close support from the Head of Finance.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: Associate degree