HR & Payroll Admin

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

Reporting Line

The position reports to the Group HR Generalist based in Lausanne, Switzerland

• Fluent in English (both written and spoken); Greek required; French or Spanish is an asset

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 will be considered.