The HR & Business Support Coordinator is responsible for providing HR, administration, office management and operational support for the UK business.

The role acts as the primary local coordination point between employees, management, Head Office and external service providers, ensuring that day-to-day business operations are delivered efficiently and in accordance with company policies and procedures.

A key objective of the role is to maintain accurate documentation, records and process ownership to support business continuity, reduce dependency on any one individual and ensure that critical knowledge is retained within the organisation.

HR Administration & Employee Support

• Act as the first point of contact for day-to-day HR and employee administration matters.
• Maintain accurate employee records and personnel files in accordance with company policies and data protection requirements.
• Administer employee lifecycle processes including starters, leavers and employment changes.
• Coordinate employee onboarding activities and documentation.
• Administer holiday, absence and sickness records through the HR system.
• Support employee training programmes and maintain training records.
• Assist employees with routine HR-related queries and direct more complex matters to the appropriate Head Office teams.
• Support the implementation and communication of HR policies and procedures.

Payroll & Benefits Coordination

• Coordinate monthly payroll inputs, including timesheets, overtime, allowances and employee changes.
• Verify payroll information prior to submission to Head Office and external payroll providers.
• Liaise with Deel, Head Office Payroll and employees to resolve payroll-related queries.
• Support pension administration activities and employee benefit processes.
• Maintain payroll records and supporting documentation.
• Assist with payroll-related reporting and compliance requirements as required.

Business Administration & Operational Support

• Coordinate business travel requests and related administrative processes.
• Administer staff travel facilities and maintain associated records.
• Process employee expense documentation and maintain supporting records.
• Support budget monitoring activities through accurate record keeping and reporting.
• Maintain administrative databases, filing systems and operational records.
• Prepare reports, presentations and business correspondence as required.
• Provide general administrative support to local management and Head Office teams.

Office & Supplier Management

• Manage office facilities and day-to-day office operations.
• Coordinate maintenance and servicing of office equipment and facilities.
• Maintain office inventories and asset records.
• Manage office supplies and stationery requirements.
• Liaise with suppliers and service providers including:
  • Telecommunications providers
  • Cleaning contractors
  • Courier services
  • Office suppliers
  • Equipment maintenance providers
  • IT and facilities support providers
• Monitor supplier performance and maintain supplier and contract records.

Compliance & Governance Support

• Support the preparation of information required for statutory, payroll and regulatory reporting.
• Maintain compliance records and supporting documentation.
• Coordinate requests from Head Office, auditors, payroll providers and external advisors.
• Ensure documentation is retained in accordance with company policies and regulatory requirements.
• Support internal and external audit requests as required.

Business Continuity & Process Documentation

• Maintain up-to-date process documentation, operating procedures, access registers, supplier records and key contact lists.
• Ensure that critical business processes are documented and capable of being performed by more than one individual.
• Identify areas where processes can be improved, simplified or automated.
• Support knowledge transfer and cross-training activities within the business.
• Maintain a central repository of administrative, HR and operational procedures.

Stakeholder Management

• Build effective working relationships with employees, managers, Head Office departments and external providers.
• Act as a local coordination point between the UK business and Head Office functions.
• Support cross-functional projects and initiatives as required.
• Assist management with ad hoc reporting, analysis and business projects.

Systems & Tools

• Deel
• SAP (or equivalent ERP platform)
• Microsoft Office Suite, particularly Excel, Outlook and PowerPoint
• Document management and database systems
• Business travel and expense management platforms
• Online government and regulatory portals

Essential Requirements

• Previous experience in HR administration, office management, business support or operations coordination.
• Strong organisational and prioritisation skills.
• Excellent attention to detail and accuracy.
• Strong interpersonal and communication skills.
• Ability to handle confidential information with discretion and professionalism.
• Strong Microsoft Office skills, particularly Excel.
• Ability to work independently and manage multiple priorities.
• Process-oriented mindset with a focus on organisation and documentation.

Desirable

• Experience supporting payroll processes.
• Experience working with Deel or other payroll and HR platforms.
• Experience using SAP or similar ERP systems.
• Experience working within an international or multi-country organisation.
• Knowledge of UK employment administration and payroll practices.
• Portuguese language skills.