People Operations Specialist

Who are we

Smallpdf and PDFtools are industry leaders in digital document solutions helping millions worldwide streamline their workflow with powerful easy-to-use tools. We are on a mission to simplify document management and enhance productivity.

As a team of over >110 people from 34 nationalities in our offices in Zurich Belgrade and Barcelona were proud to have made PDFs and life a little bit easier for over a billion users across our web mobile and desktop applications. Our reputation for Swiss engineering standards has made us a trusted choice for industry leaders like Lufthansa UBS Swiss Life and millions of people worldwide.

Your mission

We are seeking a reliable and service-oriented People Operations Specialist (50%) to join our this role you will run our day-to-day People Operations and ensure that all core processes run smoothly accurately and on time.

Youll collaborate closely with employees managers external stakeholders (payroll providers or EOR partners) to deliver a seamless employee experience from day one. Most importantly you will be the trusted point of contact for our team with regards to people operations topics - ensuring everyone feels supported informed and well taken care of throughout their entire journey at Smallpdf.

What Youll Do

• Coordinate monthly payroll inputs with external providers and ensure accurate on-time submission

• Run onboarding and offboarding administration (contracts system setup documentation day-1 readiness)

• Prepare employee documents (work certificates confirmations amendments references)

• Maintain accurate employee data and records in BambooHR

• Support employment administration with EOR and external partners

• Ensure basic compliance with Swiss labor law and escalate complex cases when needed

• Act as the first point of contact for operational people and admin topics

We use the latest technologies including

• BambooHR (HRIS)

• Google Workspace

• Slack

• Notion

• OysterHR

• CultureAmp (performance & engagement)

What Were Looking For

• 3 years experience in People Operations / HR Administration / HR Ops

• Hands-on experience coordinating payroll with external providers

• Solid working knowledge of Swiss labor law

• Structured detail-oriented and highly reliable

• Service-minded with warm clear and professional communication

• Proactive and confident working independently in a part-time (50%) role

Nice to haves:

• Experience with EORs or international employees

• Exposure to multi-country employment setups

• Startup or scale-up experience

• BambooHR or similar HRIS experience

• German language skills

Important note: we are looking to hire someone who will be located and registered in Switzerland. The company does not offer visa support for this particular position.

Join us - Where innovation meets impact!

Becoming part of our team means more than just taking a jobits joining a dynamic collaborative environment where your voice matters your growth is championed and your work truly makes a difference.

Here we dont just talk about a growth mindsetwe live it. Youll thrive in a culture that balances professional ambition with personal well-being where flexibility creativity and purpose come together. Whether youre shaping the future through groundbreaking projects or leveling up your skills your journey here will be one of impact innovation and continuous learning. This reflects in our company values.

Benefits

You get to impact the way over 60 million people get work done every month.

Push boundaries and dare to failthats how we learn!

Enjoy the flexibility of a hybrid work environment and meet your team occasionally to work together and strengthen the team bond.

30 vacation daysyep you read that rightthat you can take whenever you need them.

Need a long break We offer sabbatical leave to employees whove been with us for over 2 years.

16 weeks parental leave100% of your salaryfor all new parents

Phantom stock Option plan (Conditions apply.)

Dont leave your four-legged friends at home our offices are pet-friendly

A personal development budget of up to 2000 CHF every year plus days off for courses or training.

Internal knowledge sharing and external coaching options during your working hours to boost both your hard and soft skills.

Hack days to challenge you and your team plus build amazing things.

BBQs game nights meetups in the Swiss Alps or in kayaks on Lake Zurichwere serious about great coffee karaoke and Mario Kart too!

How to Apply

Please apply using the form below and upload your CV - in English as its the standard working language at Smallpdf. A PDF format is preferred.

Smallpdf is an equal opportunity employer. We believe a talented diverse and inclusive workforce is our greatest strength. We strongly oppose any form of hiring or workplace discrimination against candidates or employees on any basis including race gender sexual orientation age religion philosophy nationality disability or genetic information. Were committed to fostering a safe supportive environment where everyone can come to work as their full selves and reach their greatest potential.

By submitting your application you allow Smallpdf to handle and store your data.

Smallpdf does not seek or accept unsolicited applications or CVs from recruitment agencies. We are not responsible for and will not pay any fees commissions or any other payment related to unsolicited applications or CVs except as required in a written contract between Smallpdf and the recruitment agency or party requesting payment of a fee.

Required Experience:

IC