People Operations Specialist

About us

Smallpdf was founded in 2013 with one simple belief: working with documents shouldn’t be complicated. Today, we’re an industry leader in digital document solutions, trusted by millions of users across 195+ countries. We build intuitive, powerful tools that help individuals and businesses work smarter with their documents. From compressing and converting files to editing and e-signing, our platform makes complex document workflows simple, secure, and accessible.

As a product-led company headquartered in Switzerland and powered by a diverse, global team of 110+ people (across the group), we combine product excellence with a strong focus on user experience, data-driven decision-making and continuous innovation. We operate at the intersection of simplicity and performance, building scalable solutions that power everyday productivity for individuals and businesses alike. Our team is driven by ownership, experimentation and a shared commitment to delivering meaningful impact at scale.

About the role

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.

Responsibilities

• 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)

About you

• 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.

Compensation philosophy

At Smallpdf, we believe compensation should be fair, transparent and thoughtfully aligned with the value each person brings to our team. Our approach balances several key factors - current market trends, role expectations, seniority, experience, and geographic location - to ensure every offer is both competitive and equitable.

We review our salary ranges regularly to stay in step with the evolving market, and we make decisions based on skills, impact, and responsibility rather than negotiation strength. Our goal is simple: to recognize and reward great work, support long-term growth and create a compensation structure that feels fair, consistent and grounded in integrity.

We want everyone at Smallpdf to feel valued, supported and empowered to do their best work - and our compensation philosophy is designed to reflect exactly that.

Hiring policy

Smallpdf is an equal-opportunity employer, and we believe our strength comes from a team that reflects a wide range of backgrounds, identities, perspectives, and lived experiences. We welcome applicants of all genders, ethnicities, ages, abilities, orientations, and life paths. You’ll also have the option to share your pronouns and answer an anonymous demographic questionnaire when you apply. This information is completely voluntary, but it helps us stay accountable in building an inclusive and equitable hiring process.

We use AI thoughtfully in our day-to-day work, but we value human curiosity, creativity, and integrity above all. We’re excited to meet candidates who bring genuine expertise, real stories, and authentic experience to the table.