People & Office Associate

Reporting into the HRBP and Managing Director, this dual position will provide administrative support assisting with the day-to-day office operations as well as handling various HR-related tasks including managing the complete employee lifecycle.

Job Responsibilities:

Office Administration

● Assist with meeting room arrangements including conference call details, set up of meeting rooms and organising catering where required.

● Manage all office supplier contracts including: air conditioning, office cleaners, kitchen supplies and equipment, confidential shredding, regular deliveries (fruit, milk, coffee, etc) and other maintenance contracts.

● Manage the stationary and supplies for the office ensuring efficiencies and minimise waste.

● Manage office security fobs, access cards and locker keys; distributed to new starters and returned from leavers complying with ISO Security requirements.

● Oversee the kitchen and common areas are kept clean, tidy and stocked, reporting any equipment issues to the suppliers / contractors for repair.

● Organise regular office clean ups and arrange suppliers to remove waste and recycle correctly.

● Provide administrative support to the Managing Director and Manager, Shared Services when required.

● Liaise with the building manager / landlord for all building issues, report faults/defects and ensure timely resolution.

● Assist with staff event organisation, planning and budgets.

● Manage the office seating chart and coordinate desk moves ensuring that thereis sufficient space for new starters whilst accommodating the requirements of existing staff.

● Manage IT equipment (hand over, document and maintain log and collect from leavers) and ensure sufficient equipment is available

● Ensure site meets OHSA requirement (quarterly fire & electrical safety reviews, election of OHSA representatives, associated paperwork & compliance, Organizing First Aid trainings, Employee Fire and Work Safety trainings, Work incident reporting)

People Administration

● Managing the onboarding experience for all employees.

● Assist and support all recruitment aspects, conducting pre-employment checks including references, background checks and right to work checks

● Liaise with recruitment agencies, manage referrals.

● Prepare, check and issue offer of employment documentation, mandatory health check

● Ensure that all contractual paperwork is on the HRIS and employee records are kept up to date.

● Conducting first day HR inductions and coordinating with line managers the induction schedule, organize trainings with adjacent functions (IT, Sales/Account Management, SSC teams etc.)

● Manage all administrative tasks related to the employee lifecycle, ensuring up-to-date employee files/records

● Assist in reviewing and updating of HR documentation and policies in line with updates to legislation and best practice as required.

● Monitor HR inbox and ensure level of service expectations (SLAs) are being met.

● Follow up with managers in relation to employee probation periods and offer support where necessary, coordinate regular check ins and formal reviews

● Support with HR documentation as and when required.

● Build relationships at all levels to be able to fully support colleagues and resolve issues appropriately.

● Supporting HRBP in administering benefits programs.

● Providing support on various HR projects such as employee engagement initiatives, training programs, or policy development.

● Assisting in drafting internal HR communications, memos, and announcements.

● Support Compensation & Benefits discussions with market research and data

● Support employee calibration discussions and career planning.

● Educated to degree level, or have equivalent experience.

● At least 1-2 years’ experience in an administrative position.

● Previous experience in an HR Department.

● Able to balance a varied workload, prioritise effectively and work flexibly to meet tight deadlines.

● Proactive and able to use own initiative to make improvements.

● Holds a positive, can-do-attitude and a willingness to solve problems.

● Applicant must be a fast learner and show initiative.

● Ability to quickly build good relationships with managers, staff and external stakeholders.

● Must be a confident communicator with good written and oral communication skills.

● Excellent internal and external customer service skills.

● Outstanding organisational and prioritisations skills with good attention to detail

● Positive and energetic team player.

● Must be well presented, punctual and reliable.