HR & Talent Coordinator in London

Karla Otto is a globally recognized public relations and communications agency, founded in 1982, with offices in 15 key cities across the UK, EMEA, US, and Asia. With a strong presence in fashion capitals such as Milan, London, Paris, and New York, the agency has built a reputation for representing some of the most prestigious names in fashion, beauty, and lifestyle.

In 2017, Karla Otto merged with K2 to form THE INDEPENDENTS—a global marketing, design, and communications group. This collective brings together industry leaders who share a commitment to innovation, excellence, and thoughtful collaboration across the luxury and lifestyle sectors.

At Karla Otto, our team of expert strategists, designers, planners and publicists are dedicated to delivering exceptional results and establishing long-term partnerships with our clients. We are passionate about the world of fashion, beauty, and luxury, with everyone bringing their unique expertise and insights to the table. We are driven by a shared commitment to excellence and a deep understanding of the ever-evolving industry landscape.

We are seeking a bright and enthusiastic HR professional to join our team. This is an exciting opportunity to advance your career in a fast-paced, global luxury fashion and beauty environment. The ideal candidate will have experience in day-to-day HR administration, a solid understanding of HR processes and legal requirements, and the ability to manage ad hoc projects.

You will support the UK HR Lead and the Global HR Leader with a variety of tasks:

Talent Acquisition

When required, responsibilities may include:

• Supporting with sourcing and selection activities for UK-based roles
• Assisting the Talent Acquisition Specialist with screening and shortlisting online applications, as well as conducting telephone interviews
• Contributing to Karla Otto’s employer branding and recruitment efforts, including drafting and posting internal and external job adverts
• Coordinating and managing the internal referrals process
• Scheduling interviews and arranging meeting rooms

Onboarding

• Managing the onboarding processes:
• Sending out new starter packs
• Organising on-boarding days for new starters

Reporting, analysis and administration

• Manage the organisational charts for the UK and support other territories where necessary
• Maintain headcount spreadsheets for UK
• Preparation of new starter paperwork for the 3rd party payroll support
• Completion of adhoc letters under the guidance of the HR Manager
• Check and maintain the HR inbox, ensuring queries are acknowledged and passed to the relevant team member when needed.

Annual appraisal process

• Supporting with the global roll-out and ensuring that completion and follow up is maintained

Payroll preparations

• Inputting new starter and contract of life change data into Workday
• Filing all new employee information
• Monitoring sickness and absence records and adding information to relevant calendars

Engagement

• Support with identifying opportunities to increase Employee Engagement
• Supporting with Employee events and all business initiatives
• Support as required the delivery and coordination of internal and external training
• Managing the Monthly HR Newsletter
• Supporting the Group with Compliance training

Key Attributes

• Experience with Workday and Team Tailor is beneficial but not essential
• High levels of personal integrity and confidentiality
• The candidate should have strong interpersonal and communication skills (both written and oral)
• Accomplishes tasks accurately, thoroughly, and with a keen eye for detail both with quantitative and qualitative data
• Efficient time management and the ability to think outside the box to meet expectations
• Ability to work both under direction and autonomously
• Be able to work under pressure and have the ability to multi-task to meet deadlines
• Willing to go above and beyond the call of duty in order to complete a project accurately and on time
• Highly motivated and enthusiastic
• Demonstrates resilience and positivity working in an unstructured agency environment
• A passion for the fashion and beauty industry
• A genuine interest in Human Resources
• Must be efficient in Outlook, Excel, and PowerPoint
• Must be eligible to work in the UK

At Karla Otto, we are always looking for personalities with positive charisma who are enthusiastic, self-motivated, and have a keen sense of aesthetics.

Karla Otto embraces and celebrates diversity, inclusivity, and equal opportunity. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. Karla Otto provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression.

We aspire to have a diverse and inclusive workplace and strongly encourage qualified applicants from a wide range of backgrounds to apply and join our team!