Office and People Coordinator

We are looking for a People and Office Coordinator to join qn award-winning digital product development studio, which develops purposeful and effective digital products and services that have a positive impact on people and the world around them.
They are looking for a People and Office Coordinator to join their London team This is a permanent full time role paying £30-38,000 depending on experience.
You will work closely with the people team to help organise and implement our people strategy, ensuring we continue to uphold our Best Companies and The Mayor's Good Work Standard accreditation.
The Office & People Coordinator will report directly to the People Director.

Key responsibilities but not limited to:

- Office Management
- Ensure the office runs smoothly & be the main point of contact for all things related to the office
- Manage vendor relationships and service providers and take ownership of sourcing (or changing) various office resources
- Handle core administrative duties as well as other responsibilities including data management and special ad hoc projects
- Help create and implement systems to elevate efficiency and effectiveness of office/ administrative processes
- Perform receptionist related tasks such as receiving guests, processing mail, setting up conference rooms, maintaining and ordering office supplies, assisting with AV set up, and acting as the face of the London office
- Manage Covid protocols within the office and ensure compliance with Government guidelines
- The upkeep, appearance and physical efficiency of the office, including arranging repairs and revamps of office space ensuring it's an optimum work environment for productivity and wellbeing
- Management of IT equipment - both hardware and licences - including phones, laptops, monitors, printers and other audio/visual equipment and assisting with their set up and maintenance
- New starter experience, to include desk setup and equipment requirements
- Meeting experience (internal and client)
- Potato events, both internal and external (birthdays, work anniversaries and other announcements)
- Health and Safety, technical and physical workstation set up as well as meetings rooms, kitchen and break out spaces, including training and fire safety
- Booking domestic and international travel including flights, visas, accommodation and car rentals

People Management
- Recruitment
- Support the people manager with work experience, graduate and apprentice recruitment activity
- Support in building relationships with schools, colleges and universities, and management of applicants throughout the process
- Get involved with interviews, take notes
- Conduct right to work in the UK checks and individual employment background checks
- Ensure freelancers are managed and documented in line with IR35 requirements
- Training & Development
- Assistance in organising and booking training
- Organise employee training
- Supporting the people manager with the employee development review process
- Administration
- Assist in the employe life cycle process
- Preparing job offer packs
- Assisting with inductions and finding ways to make them more engaging
- Ownership of the starters & leavers process
- Assist with HR file data audits and ongoing management of HR & employee files on our HRIS (Bamboo)
- Administration of company benefits
- Updating the company's org chart following any new starters or leavers.
- Administration of employee-related paperwork and letters, such as; NDAs, new starter packs, salary reviews, end of probationary periods, change to terms and conditions of employment or formal notices of termination
- Maintain all absence, sickness & annual leave records, escalating individual cases to the people manager when trigger points are hit
- Assisting in administering financial elements such as payroll when required
- To be involved in ad hoc projects as and when required
- Assist the people director in the implementation and maintenance of any agreed changes to current practice
- Assistance in ad hoc reporting and audits when required
- Handling highly confidential information in an honest and trustworthy way
- Conduct quarterly HR audits to ensure inactive files are removed
- Employee Relations
- Assisting with ad-hoc employee enquiries and day-to-day HR related queries

Skills and behaviours:

- Has strong interpersonal, verbal, and written communication skills.
- Excellent attention to detail and results focused
- Understands confidentiality and ethical practice
- Excellent time, planning and project management
- Proactive team player but able to work autonomously and take responsibility as required
- Positive and proactive attitude with a desire to make a difference in a dynamic, fast-paced, fast growing business, with the courage to challenge
- Experience of using Excel and being able to manipulate data at a basic level (as a minimum)
- Confident and experienced in using Google Suite, Microsoft Office and diary management
- Ability to build and maintain strong and productive working relationships at all levels from entry to Board level
- 3+ years experience in facilities and HR administration within an agency environment, or similar industry experience
- Some understanding and knowledge of UK Employment law would be beneficial

If you feel this role fits your skill set, experience, and personal development goals, then we would love to hear from you