HR & Office Administrator

The HR Administrator & Office Coordinator is a pivotal support role within the Shared Resource department, reporting directly to the Head of HR & People. You’ll keep the day‑to‑day HR and office operations running smoothly, with a strong focus on accurate administration, responsive communication, and well‑organised coordination. This role suits someone early in their career who is keen to learn, highly organised, and takes pride in delivering accurate, reliable admin support.

You’ll support core HR administration (policies, processes, records, inbox management) while also coordinating office administration, key business contacts, general office requirements and meeting/diary logistics for the leadership teams. While initially focused on HR administration and office coordination, this role will also provide broader administrative support across business operations, offering exposure to projects, planning activities and organisational initiatives as the Shared Resources function continues to evolve.

Maintain and organise business documentation, records and filing systems to ensure information is accurate, accessible and up to date. Support the preparation, formatting and updating of presentations, reports, and internal communications as required. Maintain project trackers and planning schedules to support effective delivery of business priorities. Assist with the coordination of Group or cross‑functional meetings, workshops and business initiatives. Collate information, conduct basic research and assist with data gathering to support business decision‑making. Support the ongoing development and maintenance of templates, processes and operating procedures across the Group. Provide administrative and diary management support to the COO, Head of HR & People and wider leadership team as required.

Key Responsibilities

• HR administration & coordination – Manage email administration, ensuring queries are acknowledged, triaged, and actioned promptly. Maintain accurate HR records and filing systems (digital and/or physical), ensuring documents are up to date, correctly versioned, and easy to retrieve. Support the review, formatting, and updating of HR policies, templates, and process documents, ensuring consistency and clarity. Coordinate HR administration tasks across the employee lifecycle (e.g. starts/leavers paperwork, reference requests, right‑to‑work documentation support, offer & contract letters as required). Prepare documents for HR meetings (agendas, packs, notes/actions) and track follow‑ups to completion. Support HR reporting and basic data administration with high attention to detail. Ensure confidential information is handled appropriately and in line with GDPR and internal standards.
• Office coordination & business support – Act as a key point of contact for office administration, maintaining strong working relationships with internal stakeholders and external suppliers. Manage office supplies and ordering, ensuring the office is well‑equipped. Coordinate office logistics and day‑to‑day operational needs (e.g., meeting rooms, visitor arrangements, basic facilities coordination as required). Support coordination for meetings, including scheduling, room bookings, and ensuring attendees have the right information. Maintain key contact lists and stakeholder information.
• Process improvement & ways of working – Identify opportunities to streamline admin processes and improve consistency across HR and office coordination. Implement & maintain trackers and simple workflows to ensure tasks are prioritised, deadlines are met, and nothing is missed. Support the Head of HR with ad‑hoc administration and coordination tasks as the function evolves.

Required Experience

• Strong administrative skills with excellent attention to detail and a high standard of written work.
• Confident communicator (written and verbal), able to be professional, clear, and responsive.
• Highly organised with the ability to prioritise, manage multiple tasks, and meet deadlines.
• Comfortable handling confidential information with discretion and good judgement.
• Competent with Microsoft Office and document management.
• Proactive mindset – willing to learn, ask questions, and take ownership of tasks.
• Previous experience in HR administration, office coordination, or a similar support role.
• Experience supporting diary management for senior stakeholders.
• Familiarity with HR documentation (policies, contracts, letters) and basic HR compliance admin.
• Experience improving admin processes (creating trackers, templates and simple workflows).

Salary & Benefits

• Flexible hybrid working (3 days in London, 2 days at home)
• Dog friendly office
• 22 days annual leave, with one additional day added per year until it reaches 30
• Contribution towards further development and training
• Code Hospitality App
• Vitality private healthcare scheme (after qualifying period)
• Monthly team social events

Applicants must be authorised to work in the United Kingdom without the need for visa sponsorship. Lapland reserve the right to withdraw this advert at any time. Due to the high number of applications being received, we may not be able to respond to every applicant. Lapland is proud to be an equal opportunity workplace that seeks to recruit, develop and retain the most talented people from a variety of backgrounds, perspectives, and skills. We therefore encourage applications from all genders, races, religions, ages and sexual orientations, as well as parents, veterans, people living with disabilities, and any other groups that could bring diverse perspectives to our business.