HR Administration & Back Office Specialist - #2620638

Mission of the Role

The HR Administration & Back Office Specialist plays a key role in ensuring the smooth and efficient operation of the EMEA organization with focus on DACH and UK activities, by managing HR administration, office operations, vendor coordination, and back-office activities. Acting as a trusted support partner to the DACH Country Manager and local team, the role contributes to a positive employee experience, operational excellence, compliance, and effective day-to-day business continuity across Germany and selected EMEA markets.

Key Responsibilities

HR Administration, Health&Safety and Employee Support

• In collaboration with the EMEA HR, manage HR administrative processes including employee onboarding, documentation, and coordination with local authorities and the tax office
• Serve as the main contact for the German payroll consultant and ensure timely collection and submission of payroll-related documents
• Manage the time tracking system “Zucchetti”, including attendance, vacation, and sick leave records for all employees (office and stores)
• Act as the first point of contact for employees regarding HR-related requests, documentation, and administrative support
• Coordinate with legal counsel to support employment-related matters, including terminations and severance processes, in collaboration with the EMEA HR
• Security Officer for Germany, including workplace safety monitoring, risk assessments, H&S monitoring, promoting safe behaviours and coordination of first aid and fire safety training
• Recruitment support, including screening applications and conducting initial interviews

General Service and Office Vendor Management

• German Car fleet management including contracts, insurance, fuel card etc.
• Oversee front desk and office administration for the Cologne office, including the management of the main landline and shared email inbox, mail and postal services, office maintenance, general workplace organization and office supplies purchasing.
• Handle contracts and relationships with external vendors for retail and office services, including cleaning companies, internet and mobile providers, bike leasing services, company doctor, electricity providers, and other operational suppliers

Back Office & Purchase Order Management

• Create and manage purchase orders and invoice handling for General Services, HR department in Germany and Retail Stores and Retail Marketing activities across Germany, Netherlands, and UK
• Support accounting and reporting activities, including commission sales reports for Finance
• Supporting local finance activities, ensuring a point of contact with Finance team in HQ in Italy; manage administrative activities related to documents received just in hard copy, notice from local government, local archive.

Reporting & Compliance

• Ensure accurate filing, documentation, and compliance with internal procedures and local regulations
• Collect and provide data for CO2 reporting related to Retail operations in Germany and Netherlands; German office operations; Company car fleet; Business travel data.

Profile & Qualifications

• Previous experience in HR administration, office management, accounting support, or a similar back-office role
• Good understanding of HR administrative and payroll processes and H&S coordination
• Strong organizational skills with the ability to manage multiple priorities and stakeholders
• Experience with purchase order management and invoice handling
• Confident communication skills and service-oriented mindset
• Ability to work independently while collaborating effectively across departments
• Proficiency with Microsoft Office and HR/time tracking systems
• Fluent in German and English, both written and spoken

What we will offer:

• Unique brand to discover
• Discount on our products
• Dynamic atmosphere in an international environment
• Opportunity to influence and became a decision maker
• Competitive Smart Working Policy

Moleskine is an equal opportunities employer.

We recognize and celebrate the benefits that diversity brings to our workplace, our business and our customers. We welcome and will consider all applications regardless of race and nationality, religion, color, sex, parental status, sexual orientation, gender identity, gender expression, age, status as an individual with a disability, or any other legally protected characteristics.