Contract HR Admin

Engagement Overview

Core Duties

• Enter new hires, terminations, transfers, promotions, and compensation changes in Rippling following provided checklists.
• Update employee records: contact details, emergency contacts, work locations, manager assignments, job codes, and cost centers.
• Process document uploads to employee files; maintain digital records to documented standards.
• Run scheduled data audits using provided templates; flag discrepancies for review.
• Pull standard reports from Rippling on request (headcount, turnover, enrollment status, etc.).
• Monitor Rippling integration alerts and flag sync errors to the appropriate contact.

• Respond to routine US employee benefits questions using provided FAQs and knowledge base — plan eligibility, ID cards, enrollment confirmations, beneficiary updates, dependent changes.
• Process qualifying life events and benefits transactions in Rippling and on carrier portals following documented steps.
• Escalate complex inquiries, advisory questions, or anything outside provided playbooks to the Operating Partner, People & Culture or designated broker contact.
• Support annual open enrollment cycles with data entry, employee Q&A triage from a script, and post-enrollment audit checks.
• Handle routine vendor communications with brokers, carriers, 401(k) recordkeepers, and COBRA administrators on standard transactions.

• Work through shared ticket queue or inbox per documented SLAs.
• Log all transactions and inquiries in the tracking system; keep status updates current.
• Provide weekly volume and status summary to the Operating Partner, People & Culture.

• Process I-9 and E-Verify entries in Rippling following provided checklists.
• Pull data and reports requested for routine audits and compliance filings (ACA, EEO-1, 401(k), workers' compensation).
• Flag missing or expired documentation, incomplete onboarding, or other data gaps for resolution.

Qualifications

• 1–3 years of HR administrative, HR coordinator, payroll administration, or comparable back-office experience.
• Direct hands-on Rippling experience, or strong working experience with a comparable HRIS (Deel, BambooHR, Workday, ADP) and demonstrable ability to learn Rippling quickly.
• Working English fluency, written and spoken. Comfortable corresponding with US-based employees and vendors in writing.
• Able to maintain consistent overlap with US Eastern Time business hours (approximately 14:00–18:00 CET / CEST).
• Strong attention to detail and accuracy with data entry.
• Comfortable working through a structured queue with documented procedures.
• Discretion handling confidential employee data.
• Registered (or able to register) as a sole proprietor in Poland to operate under a B2B contractor arrangement.

• Prior exposure to US benefits administration (medical, dental, 401(k), COBRA, FSA/HSA).
• Experience supporting multiple companies or legal entities concurrently.
• Exposure to Deel or JazzHR alongside Rippling.
• Prior experience in a shared services or BPO environment.

Engagement Terms

• Independent contractor (umowa B2B) engagement, billed monthly against an agreed scope.
• Initial term of 12 months, renewable based on portfolio volume and performance.
• Full-time equivalent volume expected, with flexible delivery within the agreed working hours window.
• Equipment and software access provided by Bloom; contractor responsible for own workspace and connectivity.
• Contractor responsible for own Polish tax registration, ZUS contributions, and invoicing.
• Standard Bloom confidentiality, data protection, and IP terms apply.
• This is a remote - work from home role