HR Coordinator (UK & USA Regions), London in City of Westminster

To support our continued growth, we are seeking an HR Coordinator to help deliver HR projects and processes across the business. In this role, you will support the HR Manager by providing high-quality, generalist HR support, primarily to our Head Office team in London and customer-facing teams based in the UK and USA. You will partner closely with a second HR Coordinator who supports our European and Australian customer facing teams. This is a hands-on HR Coordinator role at the heart of our People function, owning the smooth delivery of the employee lifecycle and acting as the first point of contact for HR queries across HQ and Retail.

GENERAL RESPONSIBILITIES

• Be the first point of contact for HR admin and employee relations support, coordinating end-to-end employee lifecycle activity.
• Coordinate onboarding and offboarding, making sure checklists, equipment access, and probation milestones are actioned and documented.
• Coordinate right-to-work / eligibility checks and pre-employment checks (where used), keeping records complete and compliant.
• Support leave administration across the full range of absences, including maternity/parental leave, and sickness absence.
• Own the HR inbox and respond to employee, candidate and supplier queries quickly and helpfully resolving issues where you can and escalating when needed.
• Spot opportunities to improve HR processes and employee communications, helping us deliver a smoother, more consistent experience across HQ and Retail teams.
• Draft and issue accurate, on-brand employment documentation (e.g., contracts, reference letters, and role and remuneration changes).
• Support the upkeep of people policies and handbook content, making sure guidance stays accurate, accessible and up to date.
• Help coordinate policy roll-outs and track acknowledgements/completions, maintaining clear audit trails and supporting compliance activity as needed.
• Jump in to support recruitment and hiring when needed – from posting adverts, coordinating interviews to keeping candidates informed (experience using Teamtailor and LinkedIn Recruiter is a bonus).
• Support monthly payroll inputs by managing employee change data (starters/leavers, salary changes, and leave updates), coordinating work schedule data and coordinating with external payroll agencies.
• Champion data integrity and confidentiality by keeping employee records clean, compliant and well-governed (knowledge of the Hi Bob HR system is desirable, but not essential).
• Maintain HR trackers and produce clear, timely reporting (e.g., headcount, starters/leavers, absence and recruitment activity) to support decision-making.
• Support our employee engagement activity, including coordinating the annual engagement survey logistics and supporting communications.
• Help coordinate people-cycle activity (where applicable), such as service awards/recognition moments and internal communications that keep teams informed and connected.
• Keep benefits and perks running smoothly by coordinating providers and making sure our systems are always accurate and up to date.
• Bring our values – Tailored, Vibrant and Brave – to life in the everyday moments that shape the employee experience.
• Own the administration and operational delivery of learning and development, which includes booking sessions, tracking attendance and completion, as well as maintaining accurate records.
• Pitch in with day-to-day admin across the HR team to keep everything running brilliantly.
• Get involved in HR projects and seasonal people activities, supporting delivery from planning through to roll-out.

CANDIDATE PROFILE

• Around 3 years’ experience in a similar HR coordination/administration role within a fast-paced environment (ideally a small-to-medium, commercial and professional organisation).
• Brilliant organisation and time-management skills, with the agility to juggle priorities and keep things moving.
• Strong Microsoft Office skills (Excel, PowerPoint and Word) and confidence picking up new systems quickly. Hi Bob experience is an advantage.
• A proactive team player who enjoys getting stuck in and partnering with colleagues across the business.
• A confident communicator with a warm, service-led approach – able to build trust and rapport at all levels.
• Self-motivated and solutions-focused, using initiative to unblock issues and improve how we work.
• Curious and ambitious, with a genuine desire to learn, grow and build a long-term career in HR.
• Experience supporting teams across international markets, working confidently across time zones and adapting your communication style to different cultural and local contexts (experience working across multiple USA states is an advantage).
• An additional language is an advantage.
• Aware that HR processes can vary by region, and keen to learn and apply local requirements while keeping a consistent, best-in-class employee experience.
• Passionate about doing the right thing – handling sensitive information with discretion, care and integrity.

WHAT WE OFFER

• Competitive benefits package:
• Physical wellbeing: Private medical insurance covering pre-existing medical conditions and the ability to add family members, an online GP app with 24/7 appointments, available within 24 hours, and cycle scheme participation for tax-exempt bike and/or accessories purchase.
• Financial wellbeing: Company pension scheme.
• Lifestyle: Orlebar Brown and CHANEL product discounts and employee-only sales.
• Employee Recognition: Service award incentives, 1-week office closure in August to practice what we preach (paid leave and separate from 25 days annual leave plus UK public holidays).

We are focused on creating an inclusive culture that nurtures personal growth, contributing to collective progress. We believe the uniqueness of each individual increases the diversity, complementarity and effectiveness of our teams. We strongly encourage your application, as we value the perspective, experience and potential you could bring to Orlebar Brown.