Office/HR Manager (Regional Coordinator)

Location: London (office based - part time)

Hours: Part Time - 2-3 days per week

Salary: £35,000-£40,000 PRO RATA

Our client is seeking a highly organised and detail-oriented individual to join their team as a Regional Coordinator based out of our UK offices. In this role, you willplay a crucial part in supporting their UK, EU & USA functions from a People andTraining angle while also ensuring smooth operations for the UK entity across multiple business units (i.e.VAT Reclaim, Wtax, VAT Compliance) from an Office Management standpoint.

You will be responsible for partnering with the Global HR and Learning and development teams and driving HR efficiencies and practices as well as event roll out in the UK, USA and European regions. The ideal candidate is organized, can manage multiple responsibilities, adhere to deadlines, and drive the right cultural behaviours.

Regional Responsibilities - People function

• Support the Head of People with Recruitment related practices; interview scheduling, documentation preparation and any other administrative related tasks.
• Support the administrative relocation process relating to visa requirements, for all relocators immigrating to the UK. Propose a cultural integration plan for all relocators to ease the transition process.
• Assist in managing HR processes such as employee onboarding, employee records maintenance and employee offboarding.
• Maintain accurate employee data in the Human Resources Information System and generate ad hoc reports for the Head of People in relation to employee head count, new joiners, exiting staff and exit interview feedback.
• Partner with The Head of HR, in-house labour advisor and business leaders to support, develop and implement HR policies and procedures where needed.
• Assist with collating, drafting, and distributing internal HR, and Cultural communications and announcements on our internal communications platform.
• Respond to employee queries related to employment matters, HR policies, procedures and practices timeously.
• Assist in organizing employee engagement activities in the office e.g., monthly Happy Hour events, yearend events, teams builds etc.
• Preparing and trackinga budget for all People, Training and Office Management related initiatives
• Junior level consulting with employees across the employee lifecycle

Regional Responsibilities - Training Function

• Collaborate with the centralized Learning and Development team, coordinate and schedule training programs and workshops for employees in your region based on business need
• Review centralized, global learning and development modules, and ensure they are catered towards the region and account for cultural nuances.
• Work with the Learning and Development team to align intake days globally such that global newstarters can join central learning sessions online
• Evaluate the effectiveness oftrainings offered to ensure they are always addressing a need and remain relevant to participants, giving this feedback to the Head of People with recommendations.
• Collaborate with subject matter experts and department managers to identify training gaps and partner with HR and Learning and Development teams to develop solutions that ensure value add.
• Coordinate logistics for training programs including scheduling, venue booking and equipment setup
• Maintain training records and training systems, ensure documentation and records are up to date and mandatory trainings have been completed.

Regional Responsibilities - Office Management

• Oversee the general office operation including maintenance of office supplies and equipment.
• Support onboarding of new starters to ensure a smooth induction process e.g., internal access cards, office equipment etc.
• Oversee the sourcing, ordering and purchasing of supplies and general items for the office including (but not limited to) stationery and kitchen consumables, in line with allocated budget.
• Formulation and management of an office budget
• Assist with any catering requirements for Management meetings.
• General maintenance andupkeep of office perks i.e. replenishing coffeeand water stations, managing chill areas etc.
• Co-ordinating travel and accommodation for staff from international offices
• Negotiate corporate rates with hotels in London, and manage the partnership on an ongoing basis
• General admin including general scanning, printing and filing
• Undertake any other projects/tasks as reasonably required to facilitate a smooth operation
• Support the planning and execution of office events and meetings

The ideal candidate will:

• Be meticulous and with great attention to detail
• Have strong problem-solving skills and be driven by their own initiative
• Have the ability to maintain data accuracy and integrity
• Be an excellent multi-tasker able to manage multiple priorities and work under deadlines
• Demonstrate a strong inclination towards people, and ability to communicate and collaborate with employees and stakeholders across various geographies
• Lead with the ability to ensure highest standards of confidentiality
• Be proactive and show an ability to work in an unstructured environment
• Have excellent MS Office Applications such as Excel, Word and PowerPoint