Human Resources Coordinator (Multilingual)

Company Overview: Julius Rutherfoord & Co is a leading B2B contract cleaning company based in London, specialising in providing high-quality cleaning services to commercial facilities. Some of our clients include Freshfields, the QEII Centre, and Battersea Dogs & Cats Home. Our dedication to excellence and customer satisfaction has established us as a trusted partner for businesses across various industries. We are committed to delivering superior cleaning solutions tailored to the unique needs of each client.

Job Purpose: To ensure that all HR administration and first stage ER matters are carried out in a timely manner and in accordance with policies and procedures. As the first point of contact for HR-related queries from employees and external partners, ensure that all clients, cleaning staff and suppliers are dealt with efficiently and professionally in order to provide a proactive HR service.

Principal Duties and Responsibilities:

• Registration of all employees in accordance with company procedures.
• Carry out security vetting checks, including but not limited to: ID documentation checks, DBS applications, overseas checks, taking up references.
• Create employment contracts and contract variation letters.
• Processing the resignations of leavers, ensuring all systems are updated.
• Assisting staff with queries and escalating issues as necessary.
• Responding to HR requests from staff and clients, including but not limited to third party check forms, reference requests, and employment letters.
• Compiling weekly/monthly reports for clients and management, including but not limited to DBS reports, photo reports, registration reports, training reports.
• Updating company records with changes to staff details/status such as changes of address/personal details, payment method, and issuing cheques when required.
• Ensuring filing is kept up to date and documentation is stored in accordance with GDPR.
• Identify and continually evolving our processes to improve efficiencies.
• Maintain Organisation charts.
• Attendance and support in welfare/investigation/disciplinary hearings in an advisory capacity and to take the formal meeting notes.
• Issue letters regarding sickness and log medical certificates and liaise with payroll department regarding SSP.
• Advise managers on best practice.
• Provide monthly reports on length of service, absence, turnover and visas.
• Participate in HR projects.

Qualifications, Experience and Technical Knowledge:

• Knowledge of other languages such as Spanish/Portuguese (Essential).
• Passionate about working in Human Resources with previous experience.

Behavioural Skills:

• Able to build strong and real relationships across all levels.
• Excellent attention to detail with good planning and organisation skills.
• Able to prioritise workload and work independently.
• Approachable personal style – able to demonstrate empathy when appropriate.
• Excellent stakeholder management skills and able to juggle multiple demands.
• Excellent written and verbal communication skills.
• A team player - willing to provide support to colleagues when required.
• Proactive and enthusiastic attitude.
• High levels of Integrity and professionalism – able to deal with confidential situations.

Julius Rutherfoord is an Equal Opportunity Employer and welcomes all applicants.