We are looking to hire a
HR & Payroll Admin
Based in Thessaloniki (Hybrid)| Ref: GHR - 0126
About VIPA
VIPA is a European multinational company, based in Lausanne, Switzerland, with a leading position in the global recycling and recovered material trading sectors. Its Greek subsidiary, VIPA Hellas, has the country headquarters in Thessaloniki (G&G Office Complex, Mediterranean Cosmos area) and employs more than 300 people in Greece, achieving constant dynamic growth in both operations and manpower. We are looking for a professional based in Thessaloniki, that will be working on a 9:00-17:00 schedule, working closely with the Group Headquarters in Lausanne.
Why VIPA?
For us each and every team member is special and important, and this is the reason why we invest in education, training, personal and professional growth. We offer great working conditions in a multinational environment, in a dynamic and fast-growing company.
Key Duties & Responsibilities
Approve all group expenses for around 100 employees: review details, investigate unclear points and claim, report any issues or irregularities.
Separate office costs from business trip expenses. Maintain updated in the Expenses Tracking System and ensure proper tracking to distinguish office maintenance from travel costs.
Responsible for monthly closure and reporting
Perform random monthly checks on expenses
Import expense data into Power BI reports
Coordinate with the partner travel agency and Finance departments to monitor payments
Oversee VIPA events: prepare budgets, send reminders and awareness emails about company policies
Follow up on travel insurance cases and control cost relevance.
Track business trips to know their schedules and better manage the costs
Ensure regular updates of employee data in Group HRIS
Support Group HR projects: create job descriptions, conduct surveys, assist in recruitment, maintain competency matrices, define job requirements, draft internal regulations, and help harmonize HR policies and processes across entities.
Qualifications & Competencies
Finance coordination or expense management, HR Administration experience, preferred
Experience in an international or multicultural company is a strong asset
Previous exposure to expense management tools and HRIS systems preferred
Strong organizational and analytical skills, with great attention to detail
Excellent communication and interpersonal abilities – comfortable interacting with employees across different departments and countries
Ability to analyze expense data, identify inconsistencies, and ensure compliance with company policies
Confidentiality and integrity when handling sensitive HR and financial information
Proactive, curious, and able to work independently while collaborating closely with the Group HR Generalist
Comfortable with multitasking and managing priorities in a dynamic environment
Fluent in English (both written and spoken); Greek required; French or Spanish is an asset
Reporting Line
The position reports to the Group HR Generalist based in Lausanne, Switzerland
What we offer
Hybrid work arrangement (3 days at the office and 2 days from home)
Private health insurance
Corporate equipment
Continuous training and opportunities for professional and personal development
Excellent working conditions in a multinational environment
Only applications in English and only local candidates will be considered.
