People & Office Coordinator

Purpose:

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  US Operations: Keep JCW's US people admin and office running smoothly, becoming the go-to person for colleagues in New York and Boston.
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  Global Team Support: Contribute to a Global team based mainly in London, picking up project work and helping with ad hoc queries across Global Services Division (GSD).
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  Simpler, Smarter Processes: Help make our processes simpler and more self-service, working alongside our Systems team and the tools we already use.

Position Summary:

This is a generalist role for someone who enjoys admin and takes pride in getting the details right. Reporting to the Global Head of Operations, you'll look after our US Operations from London, working as part of a small team where everyone helps out.

Some of your week will be recurring work: onboarding, offboarding, US HR admin and office coordination. The rest is open for project work and ad hoc queries across our GSD.

Key Responsibilities:

Joiners & Leavers

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  Run US onboarding: contracts, right-to-work checks, Insperity setup, welcome packs, HR check-ins and day-one arrangements.
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  Order kit, set up system access and send login details for new starters, working with Systems.
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  Request Senior+ onboarding documents from MDs and managers.
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  Run US offboarding: paperwork, severance checks with managers, Insperity termination, record updates and collecting equipment.
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  Work with Finance on pay and commission.

US HR Administration

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  Approve time off in BambooHR and keep employee records up to date.
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  Process pay changes and employment status changes in Insperity, our US PEO.
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  Prepare employment agreements and pay forms.
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  Respond to unemployment claims.
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  Support annual filings, such as Shelterpoint, ALE and Massachusetts reporting.
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  Keep the US welcome packs and HR guides up to date.

People & Culture

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  Organise monthly celebrations and gifts.
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  Keep the monthly HR logs up to date.
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  Support engagement surveys each year.

Office Coordination

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  Coordinate desk and kit setup for new starters.
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  Be the first point of contact for simple tech questions, and help colleagues solve things themselves before raising a ticket.

Process Improvement

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  Point colleagues to the right process or resource, and fill any gaps you find.
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  Suggest and help build simpler, more automated ways of working with the wider GSD.
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  Support compliance work using our AI legal and compliance tool.

What We're Looking For:

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  2 or more years in an HR, office, operations or administrative role.
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  Experience with an HR system, ideally BambooHR.
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  Confidence with everyday tools such as Microsoft 365, and curiosity about AI tools.
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  Someone who enjoys admin, and likes things finished, tidy and accurate.
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  Handles confidential information with care and good judgement.
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  Warm and approachable, the person colleagues are glad to ask.
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  Happy working in a small team where everyone contributes and helps out where needed.
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  Notices when something could be simpler, and suggests a fix.

Nice to Have

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  Experience in recruitment, professional services or a fast-growing business.
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  Experience of payroll inputs or benefits administration.
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  Knowledge of US employment basics: exempt and non-exempt roles, I-9 checks and state differences.