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Junior HR Systems & Operations Specialist (f/m/d)

Holzkern -
Wien, W

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Details zur Stelle

Festanstellung | Vollzeit
vor 3 Tagen

Vollständige Stellenbeschreibung

Do we have your attention?

At Holzkern, we believe that great products need a great operational engine behind them. We are one of the most successful D2C brands in DACH — selling watches, jewelry and accessories made from natural materials to over 1.000.000 customers worldwide. We have more than 170 people, and we are growing. For that to work, every internal system needs to run well.

That is where you come in. We are looking for a junior talent who is not only drawn to HR because of the conversations — but because of the systems, the structure, and the opportunity to make recurring processes better every month. If you like clean data, reliable workflows, and software that actually does what it should, this role is built for you.

Your areas of responsibility

You will own the operational backbone of our HR function: the systems, the data, the processes, and the documentation that keeps everything running correctly. This is not a coaching or culture role. It is an operations role that happens to live inside HR.

HR Systems & Personio Administration

Maintain employee master data: working time, absences, vacations, sick leave, role and contract information
Monitor time tracking; follow up on missing or incorrect entries within defined deadlines
Create and check employee accounts before each start date
Identify and fix data errors; improve data quality continuously
Support system imports, exports, recurring updates, and access management
Handle all HR data with confidentiality and care

Preboarding & Offboarding

Ensure every new employee is set up correctly and completely before day one
Check that all required documents are collected, complete, and filed
Track preboarding task lists to 100% — no entry left incomplete
Coordinate administrative exit: documents, time balances, certificates, access removals
Improve checklists and process workflows with every cycle

Documents, Templates & Employee Files

Prepare standard HR documents from templates
Keep digital employee files complete and correctly structured
Improve templates to reduce errors and manual effort
Track and fix recurring documentation gaps

Reporting & Internal Communication Support

Prepare accurate HR operations data for internal reporting
Support slides for All Hands Calls and management updates - turn complex topics into clear visuals
Ensure all numbers and data sources are verified before publication

Process Improvement & Workflow Optimization
This is a core ownership area. Every recurring manual process in HR is in scope — preboarding checklists, document workflows, recurring requests, data correction routines, and more.

Identify recurring manual tasks and systematically reduce them
Document how current workflows run before changing them; measure impact after
Build templates, checklists, and automations so the same work is never started from scratch twice
Suggest simpler or automated alternatives for repetitive admin work
Turn common incoming HR requests into templates and self-service answers so they stop generating individual handling
Flag systemic problems instead of solving the same issue repeatedly

Your profile

We are not looking for someone with five years of HR experience. We are looking for someone with the right working style and the right mindset to grow with us.

At least two years of experience in HR
You are highly structured and precise — errors matter in this role
You are comfortable with detailed, recurring administrative work and understand its importance for a well-functioning HR setup
You enjoy working with software, tools, data, and systems
You notice what is missing or wrong and want to fix it
You appreciate structured systems, clear processes, and consistent follow-through in your daily work
You would rather build a process once than repeat manual work indefinitely
You handle confidential information with care and discretion
You communicate clearly in writing
You are self-directed when given a clear structure and ownership
You are motivated to learn from scratch and build expertise step by step

Nice to have

Experience with Personio or any HRIS
Google Workspace confidence
Spreadsheet skills
Interest in automation and workflow optimization
Basic knowledge of Austrian or German employment administration

Enjoy our benefits

Real Ownership from Day One: We believe in trust from the start. You will take on real processes and real responsibility immediately — not shadow work for the first six months. You will see the impact of what you build live, every day.
Extensive Onboarding: From day one, you will have a buddy who shows you the ropes and is there for any questions. Your colleagues will teach you everything specific to Holzkern that you need to succeed.
Systems That Matter: You will work on processes that 170+ people depend on. When preboarding runs perfectly, every new colleague feels that. When data is clean, every decision is better. Your work is visible — even if it runs quietly in the background.
Flexibility: An attractive flexitime work model with a home office option so you can balance life and work.
Team Events: Two legendary annual company events with the whole #TeamHolzkern — all inclusive! Plus regular smaller team events throughout the year.
Top-notch Equipment: State-of-the-art technical equipment (your own MacBook, full access to Personio, Google Workspace, and the tools you need to do your job properly).
Generous Discounts: Employee discounts for you and your loved ones on all Holzkern products.
Office Perks: Fresh fruit, coffee, tea, and milk (including vegan and lactose-free options) at the office to keep you energized.
Lunch Subsidy: Healthy and balanced meals from Schrankerl are available — and Holzkern covers 20% of the cost of each meal.

Hard Facts

Start: as soon as possible
Hours per week: 38,5 weekly working hours
Workplace: Holzkern HQ in Vienna
Salary: The salary for this position starts at € 2.362,- per month. We are happy to offer more for the right fit.

Do you want to take on responsibility and grow together with our company? Then send us your application including your CV, show us why you are the right person for this job.

About us

HOLZKERN was founded in 2016 with the purpose of creating unique pieces of nature - just as unique as our customers. Seven years later, we are one of the most successful D2C brands in DACH selling a huge variety of watches, jewelry & accessories. We’re proud to say that over 1.000.000 customers worldwide were already able to find their perfect piece of nature. Join our team of over 170 people and help us to bring natural uniqueness to the whole world!

As a dynamic team, we value open corporate communication, teamwork, development opportunities and flexible working hours. But most of all, you can expect to work in a friendly working environment with warm-hearted colleagues who will always support you.

Jetzt bewerben

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