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

Wir suchen Verstärkung! 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 havemore 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€ 2.800 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.

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