HR Operations Coordinator

HR Operations Coordinator

Based in Amsterdam, starting February 1st 2026

Wakuli. Impacting the world with exciting coffee.

While consumers are paying too much for low-quality coffee, farmers are earning below what they need to sustain their livelihoods.

That's why we are all about selling the best coffee – not just in taste, but also in fair pay for the farmers we work with. Our beans are traceable to the farm and poured by us in your cup or freshly delivered at home through your mailbox. We are a no-nonsense, ambitious start-up with a profound mission: impacting the world with exciting coffee.

We are building the new coffee brand of the 21st century with a team of like-minded origin partners, innovators and investors from all over the world. We operate a European e-commerce and 20 retail bars (and counting) in 8 cities across the Netherlands.

Your role

We're looking for a detail-oriented HR Operations Coordinator to join our team and ensure the smooth running of HR operations across our growing company. In this role, you'll be the operational backbone supporting our HR Business Partner, managing payroll and contracts for 175+ people (including 120 baristas on flexible contracts), and keeping our HR systems running like clockwork.

This is a hands-on role where organisation, accuracy, and service-mindedness matter more than strategy presentations. You'll work directly with our retail teams, ensuring everyone gets paid correctly and on time, contracts are compliant, and our HQ office runs smoothly.

You will work in close partnership with the HR Business Partner, with regular check-ins, clear escalation paths, and shared ownership of HR priorities

You'll be working from our roastery in Watergang, just outside Amsterdam Noord, with the possibility to sometimes work from home.

What You'll Do

Payroll & Contract Administration 

Own the full payroll cycle for our flex workforce:

• Process monthly payroll for 130+ baristas through our HRIS Sympa, our scheduling tool Quinyx and our payroll system Nmbrs

• Create, review, and maintain employment contracts (flex contracts, probation periods, extensions)

• Track and process hours, sick leave, vacation days, and other leave types

• You are responsible for daily HR compliance in the Netherlands and know when to flag risks or escalate complex cases to the HR Business Partner or external experts.

• You handle payroll queries from baristas and store managers with patience and accuracy

• Coordinate month-end payroll reporting and reconciliation

• Manage onboarding administration (contracts, bank details, tax forms etc)

• Process offboarding (final payments, exit documentation, certificate of employment)

HR Systems Management 

Keep our HR tech stack accurate and functional:

• You understand our HR tech stack and are the go to person for questions

• You maintain employee data accuracy across Sympa, Recruitee, and other HR systems

• Generate weekly/monthly reports for HRBP (turnover, sick leave, costs, headcount)

• Support recruitment administration (offer letters, contract creation, system updates)

• Manage digital personnel files and ensure GDPR compliance

• Troubleshoot system issues and liaise with software providers

• Create and maintain HR process documentation

Operational HR Support 

Be the go-to person for day-to-day HR questions:

• First point of contact for basic HR questions from retail teams and HQ

• Support onboarding logistics (first day preparation, system access, introductions)

• Coordinate training administration in 360Learning (enrollment, tracking completion)

• Assist HRBP with policy rollout and communication

• Support HR compliance projects (audits, documentation, process improvements)

• Maintain employee handbook and HR documentation

Office Management 

Keep our Watergang HQ running smoothly:

• Manage office supplies and inventory (snacks, weekly lunch, cleaning supplies, stationery)

• Coordinate with building management on facilities issues

• Organize team events and logistics (all-hands meetings, celebrations, team lunches)

• Manage visitor access and meeting room bookings for external meetings

• Support general office operations and be the helpful face around HQ

• Handle small procurement tasks as needed

What You Bring

Must-Haves

• 2+ years HR administration or payroll experience in the Netherlands

• Deep knowledge of Dutch flexible contract legislation (this is critical!)

• Experience with Sympa and/or Nmbrs (or similar HRIS/payroll systems)

• Fluent in Dutch & English (for legal compliance and daily barista communication)

• Strong attention to detail - payroll errors aren't an option

• Process-oriented mindset - you love creating order from chaos

• Service mentality - you genuinely want to help people

• Excel skills - comfortable with formulas, pivot tables, basic data analysis

Nice-to-Haves

• Experience in retail, hospitality, or high-volume flex workforce environments

• Familiarity with Recruitee or other ATS systems

• Experience with 360Learning or similar LMS platforms

• Office management or EA experience

Who Thrives in This Role

• You love getting things done - Strategy is fun, but you get energy from ticking boxes and solving problems

• You're a details person - The difference between a 0-hour and 16-hour contract matters to you

• You're calm under pressure - starting the day with emails from baristas regarding missing pay doesn't stress you out

• You're a systems thinker - If something breaks twice, you flag it or build a process so it doesn't happen again

• You're service-minded - Helping a barista understand their payslip feels just as important as helping the HRBP with a report

• You think like an owner - Once you understand a process, you own it

What We Offer

Professional Growth:

• A critical role supporting a fast-growing company (170 → 250+ people in 2026)

• Direct collaboration with HR Business Partner and team leads

• Opportunity to grow into HR Generalist or specialist roles as we scale

• Front-row seat to international expansion planning

Impact & Culture:

• The opportunity to make a difference in this world (Find our latest Impact report: https://wakuli-impact.com/)

• Work with talented international colleagues (170+ people from 25+ countries)

• Be part of building an alternative coffee industry that benefits farmers

• Direct connection to our farmer partners worldwide

Practical Benefits:

• Competitive salary: €3,000 - €3,500 per month (based on 40 hours per week)

• Flexible hours: 24-32 hours per week

• Unlimited holidays + Pension (Pensioenfonds Detailhandel)

• The best coffee (obviously)

• Work location: Watergang HQ