Job title: Contract and Compensation Coordinator
Location: Warsaw, Masovian Voivodeship, Poland
Employment type: Full-time
Company Description
Milestone One is a Site Enabling Services organization with global headquarters in Zug, Switzerland. We understand what clinical study sites need and our overall mission is to support sites in stronger study delivery.
Job Description
Responsibilities
- Coordinating the preparation of contracts for employees and contractors.
- Ensuring that draft contracts reflect the agreed terms (role, scope, compensation, benefits) and basic local requirements before submission for approval and signature.
- Monitoring the full contract lifecycle (preparation, review, approval, signature), reminding stakeholders, and closing matters within agreed timelines.
- Preparing contract amendments and extensions in cooperation with HR, Legal, and Finance.
- Maintaining an organized and up-to-date register of contracts and related documentation in line with MO1 standards.
- Preparing and consolidating data required for payroll settlements for external payroll providers across multiple countries (salaries, benefits, allowances, changes in employment terms).
- Performing high-level verification of the accuracy and completeness of input and output data (payroll reports), identifying obvious discrepancies, and escalating them to HR, Finance, or the payroll provider.
- Preparing regular compensation reports and summaries (e.g., salary lists, raises, bonuses, allowances) for HR and Finance & Administration purposes.
- Supporting HR in implementing compensation and benefits decisions by ensuring consistency between contractual documentation, payroll data, and internal records.
- Researching salary, benefits, and allowance markets across various global markets using salary reports, specialist portals, and other reliable sources.
- Creating and updating internal salary benchmark reports to support HR and F&A decision-making processes.
- Cooperating with Legal and HR regarding compliance of contracts and compensation practices with local labor law, while escalating complex legal matters to experts.
- Ensuring security, confidentiality, and proper processing of personal and compensation data (including GDPR compliance).
- Participating in projects related to contracts and compensation (e.g., changing payroll providers, standardizing contract templates, implementing new HR/compensation tools).
- Identifying opportunities for improvements (standardization, automation, clearer guidelines) and proposing practical solutions.
- Ongoing cooperation with Global HR, Legal, Finance teams, and external partners (payroll providers, staffing agencies, local advisors)..
Qualifications
Education
- University degree preferred (Human Resources Management, Finance, Law, Economics, Business, or related fields).
- An equivalent combination of education and professional experience is acceptable.
Experience
- 3–5 years of professional experience in HR, compensation & benefits, payroll coordination, or HR administration, preferably in an international environment.
- Experience working with employment contracts and/or B2B agreements (preparation, updates, cooperation with HR and Legal).
- Experience cooperating with external payroll providers — preparing and submitting complete data and maintaining operational contact.
- Experience preparing or maintaining compensation reports/summaries for HR/Finance purposes.
- Experience in SMO, CRO, or clinical research-related organizations is considered a strong advantage.
- Experience working in a distributed, multicultural environment (cooperation across multiple countries).
Knowledge and Skills
- Good understanding of basic HR processes and compensation/benefits areas, including knowledge of what data is required for payroll processing (without the need to calculate salaries independently).
- Ability to prepare, structure, and verify HR and compensation data used by external payroll providers and internal departments.
- Ability to identify missing, inconsistent, or unusual data values (e.g., in payroll reports) and escalate issues appropriately.
- Very good knowledge of Excel or similar tools (sorting, filtering, pivot tables, simple formulas) for reporting and control purposes.
- Experience working with HR/payroll/HRIS systems and document management tools; willingness to learn new systems.
- Ability to search for, analyze, and interpret market data (salaries, benefits, allowances) from salary reports and specialist portals.
- Awareness of data protection regulations (including GDPR) and confidentiality requirements when handling personal data.
Soft Skills
- High accuracy and attention to detail when working with documents and data.
- Strong sense of responsibility and ability to drive tasks to completion.
- Very good written and verbal communication skills, including interaction with international and external stakeholders.
- Ability to work in a dynamic, international environment with multiple parallel tasks and deadlines.
- High level of discretion, ethics, and trustworthiness when handling confidential information.
- Proactive mindset focused on improving processes rather than merely maintaining them.
Languages
- Very good command of English and Polish (spoken and written) — mandatory
Additional Information
If you feel it is time to make your skills and knowledge visible within a developing company with true focus on its people, then Milestone One is the right choice for you.