HR & Payroll Administrator

*Dutch & English is required

About the role

Are you organised, approachable and someone who enjoys helping others? We're looking for an HR & Payroll Administrator to join our team in Utrecht for 24 hours a week.

You'll take care of day-to-day HR administration for our Dutch team, assist with monthly payroll and contribute to a welcoming, well-organised office. Working closely with the Head of Finance, you'll be a trusted point of contact for colleagues and make sure important processes run smoothly.

You'll get to know the full employee lifecycle and have plenty of room to develop your HR and payroll knowledge. We're also happy to hear from early-career professionals who bring the right attitude and are eager to learn.

What you will do 

As our HR & Payroll Administrator, you'll work across three main areas: HR administration, payroll and office coordination. Your work will keep our internal processes organised and make everyday life easier for your colleagues.

Your responsibilities will include:

HR administration

• Managing employee records: Keep HR and payroll systems accurate, prepare contracts and letters, and monitor important deadlines.

• Coordinating onboarding and offboarding: Manage the administration for new starters and leavers, including ID checks, documentation, system access and equipment.

• Managing leave and absence: Administer annual, special and family leave, as well as sickness absence.

• Supporting colleagues: Answer everyday HR questions, refer sensitive matters and assist with internal communications, learning and wellbeing activities.

• Maintaining HR compliance and reporting: Keep employee records secure and GDPR-compliant, and prepare reports on headcount, absence and leave balances.

• Assisting international colleagues: Provide basic HR administration for our small UK and Northern Ireland teams, with the main focus on the Netherlands.

Payroll support 

• Preparing monthly payroll: Collect payroll inputs, process employee changes and check information against approved documentation.

• Ensuring payroll accuracy: Carry out pre-payroll checks, flag discrepancies and prepare payroll for approval by the Head of Finance.

• Managing payroll administration: Prepare data for Finance, assist with monthly and annual filings, and maintain payroll deadlines.

• Supporting colleagues: Answer routine payslip questions and prepare employer statements.

Office administration 

• Keeping the office running smoothly: Manage supplies, supplier contact, post and deliveries, and welcome visitors.

• Organising office events: Coordinate bookings, catering and other practical arrangements for team activities.

• Preparing for new colleagues: Work with Facilities and IT to ensure workspaces, equipment and access are ready.

• Maintaining workplace safety: Keep first-aid, BHV and safety registers up to date.

Who you are 

You're someone who likes bringing structure to a busy working environment and enjoys being the person colleagues can count on. You take pride in getting things right, handle confidential information with care and aren't afraid to take initiative.

You have a positive, practical approach and enjoy working as part of a team. You're keen to build your knowledge and comfortable asking questions when something is new.

You bring 

• 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, as you'll be working in an international team. 

• Strong Excel and Microsoft 365 skills. 

• A structured, accurate approach to work and the discretion to handle confidential information. 

• A proactive, can-do mentality, with the confidence to take ownership and raise questions when needed. 

• A positive, team-oriented attitude and a genuine willingness to help colleagues.

It would be great if you also have: 

• Experience with Loket.nl, HiBob or similar HR and payroll systems.

• A Praktijkdiploma Loonadministratie (PDL), or an interest in obtaining one.

• Experience organising office events or some knowledge of UK employment and pensions. 

Languages 

• Dutch and English are required

About Smarthotel 

At Smarthotel, we believe hotels deserve technology that makes life easier. Since 2007, we've been closing the gaps in hotel tech by building tools that connect, automate and simplify daily operations for hoteliers.

Our solutions help hotels manage their bookings, distribution and payments while connecting with the systems they already use.

With our team of specialists, we support more than 1,800 hotels across more than 10 countries. We combine decades of hospitality experience with a personal approach, working closely with our clients to help them do business better.

We're an international team of people who enjoy working together, sharing knowledge and making a difference for our clients.

What we offer 

At Smarthotel, you'll join a friendly, international team where people look out for each other and your contribution is valued. You'll work closely with the Head of Finance, build your expertise and have the freedom to take ownership of your work. 

Here's what you can expect: 

• Part-time position: 24 hours per week, ideally spread across four days of six hours. Five shorter working days can also be discussed. 

• Competitive salary: €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. 

• Hybrid working: Two days a week at our Utrecht office and two days working from home. 

• Professional development: Expand your knowledge of HR and payroll while working closely with the Head of Finance. 

• Employee benefits: Including €25 in monthly Alleo vouchers and a €400 Smart Budget for your home office setup. 

• International environment: Work alongside colleagues from different backgrounds in a friendly and collaborative team. 

• Long-term prospects: A 12-month fixed-term contract with the prospect of a permanent position.