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, we're 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 team. In this role, you will run our day-to-day People Operations and ensure that all core processes run smoothly, accurately, and on time.

You’ll 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 You’ll 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 We’re 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 have’s:

• 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 job—it’s joining a dynamic, collaborative environment where your voice matters, your growth is championed, and your work truly makes a difference.

Here, we don’t just talk about a growth mindset—we live it. You’ll thrive in a culture that balances professional ambition with personal well-being, where flexibility, creativity, and purpose come together. Whether you're 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 fail—that’s 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 days—yep, you read that right—that you can take whenever you need them.

🧳 Need a long break? We offer sabbatical leave to employees who’ve been with us for over 2 years.

👶 16 weeks parental leave—100% of your salary—for all new parents

🥧 Phantom stock Option plan (Conditions apply.)

🐶 Don’t leave your four-legged friends at home, our offices are pet-friendly

📚 A personal development budget of up to 2,000 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 Zurich—we’re 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 it’s 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. We’re 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.