HR and Office Co-ordinator

Job description
HR & Officer Co-ordinator (London) About Finova

Finova is the UK's largest cloud-based mortgage and savings software providers, supporting more than 60 leading lenders and 3,000 mortgage brokers. Our award-winning software suite includes origination solutions for mortgages and savings, servicing solutions for mortgages and savings, broker CRM solutions, and a range of solutions that connect lenders, intermediaries and consumers. Fast implementation and open architecture are at the centre of our technology, giving our customers the flexibility to integrate into their existing system or configure solutions to meet the needs of their business.
The People Team

The People Team provides support to all 450+ colleagues across Finova. Our priority is the wellbeing and happiness of our colleagues, ensuring they enjoy their work environment and their life at Finova. We are a close-knit team who strive for the best in everything we do. We have grown considerably over the past couple of years as the business has grown so that we can provide a first-class service to our colleagues. We work closely alongside the business to partner with them in achieving their successes.
About the Role:

The newly combined HR & Office Co-ordinator is an integral part of the Finova People and Facilities team. Energetic and self- starting this hire will be responsible for the smooth operation of Finova's reception desk, ensuring the day-to-day smooth running of the office, supporting the People team with HR and recruitment administration, and providing executive assistance as required to Finova's Executive committee.

Reporting directly to the Head of HR and working closely alongside the People team, you can transition seamlessly between tasks. You are responsible for coordinating HR processes such as onboarding, offboarding, working abroad requests, and training. Your proactive approach, organisational skills, and attention to detail are essential for timely and accurate completion of all day-to-day tasks, while managing sensitive information and coordinating activities as needed.

This is a hybrid role based in Finova's London office 4-5 days per week with some travel to other offices, when required.
What will you be doing?

HR Responsibilities
• Onboarding activities, including initiating background checks, arranging onboarding meetings, and appropriate right to work checks.
• Arranging Day One for new employees, including office tour, equipment, welcome pack.
• Ensure appropriate records and correspondence are maintained during the employee probationary period. Arranging 30, 60, 90-day check ins and end of probationary period meeting.
• Managing and updating our HR system, BambooHR.
• Manage the People Team mailbox, dealing with enquires and escalating where necessary, ensuring a prompt resolution
• Respond to references for current and previous employees where required.
• Ad hoc requests and queries.
• Draft employee amendment to terms letters as required.
• Support with monthly payroll preparation and overtime submissions.
• Support People Team projects administration, including Quarterly Performance Review cycles, annual salary reviews, annual benefit reviews
• Assist with Collaboration Calendar, working with Engage Committee to drive culture, events, benefits workshops, etc.
• Benefits administration, including long service awards, Work Abroad requests,
• Offboarding including setting up exit interviews

Recruitment Responsibilities
• Interview set up, both face-to-face and virtual.
• Drafting contracts and offer letters and issuing via DocuSign.

Facilities Responsibilities
• Answering the reception line; forwarding calls and taking messages
• Arrange couriers, take deliveries, and oversee collection of packages
• To manage and be the central point of contact for all travel and accommodation bookings
• Monitor and ensure that the reception and other areas are always kept clean and tidy
• Conduct Floor walks (checking meeting rooms/desks) and report any issues
• Check stock levels (stationary/refreshments
• Ensuring clients / visitors are welcomed into the business
• Perform detail oriented and often-confidential administrative work
• Assisting the Facilities Manager with maintaining all Finova offices
• A point of contact for health & safety, fire and first aid (training will be provided as needed)
• Arrange catering for client meetings, internal and external events
• General office duties such as photocopying / filing / organising
• Dealing with incoming and outgoing post
• Assisting with meeting room bookings, organising and tidying rooms after meetings
• Assist with planning company events
• Assist with onboarding (health and safety walk throughs / right to work checks / organise new starter kits / manage Display Screen Equipment requests)

About You:

In terms of your experience, your attitude is everything, but we'd particularly love to see:

Skills:
• IT literate and experienced in using Microsoft Office (Word, PowerPoint and Excel, Outlook, Teams)
• Strong client/customer facing experience
• Exceptional communication skills, both spoken and written.
• Interpersonal and relationship-building skills
• Strong prioritisation, organisational and decision-making skills – able to manage multiple streams of work concurrently
• Ability to work autonomously
• Hard working, energetic & conscientious
• Proactive and able to work on their own initiative
• Strong attention to detail is essential

Experience / Requirements:
• Able to attend the London office 5 days per week, as per business requirements
• HR and/or Recruitment experience is preferential - given the frequent, fast paced nature of the role

What We Offer:

Flexible Working: 25 days holiday plus bank holidays, bank holiday trading and holiday purchase options, the opportunity to work from anywhere in the world for up to 4 weeks per year (depending on your role).

Looking After You: Life Assurance, Group Income Protection, Private Medical Insurance, a pension scheme via Salary Exchange, an Employee Assistance Programme, and access to a Virtual GP.

Family-Friendly Policies: Enhanced maternity and paternity pay, as well as paid time off for fertility treatments and pregnancy loss.

Extra Perks: Cycle to Work Scheme, discounts on shops, restaurants, and gym memberships, free fresh fruit daily, and opportunities to join colleague networks and social groups.

Giving Back: One paid volunteering day annually and the Give-As-You-Earn scheme to support your favourite charities.
Equal Opportunity Statement

We value diversity and are committed to creating an inclusive environment for all employees. If you're passionate about this role but don't meet all the criteria, please reach out—we'd love to discuss how your skills and experiences align with our needs.