Are you a highly organised and detail-oriented HR professional looking to make an impact? We’re looking for an HR Admin Coordinator to support our growing HR team by managing work permits, HR administration, onboarding, employee benefits, and attendance processes. If you enjoy working in a fast-paced environment, have excellent organisational skills, and are passionate about delivering exceptional HR support, we’d love to hear from you.

Purpose:

The HR Admin Coordinator provides the administrative backbone of the HR function, with primary responsibility for the management of work permits and immigration documentation, and a key role in time and attendance exception monitoring, onboarding, employee benefits and general HR administration. The role ensures that employee documentation is accurate, compliant and well-organised, that work-permit and residence processes are managed reliably end-to-end, that attendance exceptions are monitored and reported through the correct channels, and that the wider HR team is supported in the smooth day-to-day running of people operations across the Group.

The role suits an organised, detail-focused HR administrator who can manage a compliance-sensitive workload independently while supporting a growing HR function across multiple legal entities.

Key Responsibilities

Work Permits & Immigration

• Manage work-permit and residence-permit applications end-to-end, including preparation, submission, biometric appointments, renewals and follow-up.
• Act as the responsible point of contact for liaison with Identità and other relevant authorities.
• Maintain accurate, up-to-date records of permit status, expiry dates and renewals, ensuring no employee falls out of compliance.
• Coordinate documentation for internationally recruited employees, including the verification of required certificates and qualifications.
• Support compliance with skill-card and trade-certification requirements for personnel where applicable.
• Verify that outsourced and subcontracted workers on Company sites hold valid and current compliance documentation including a valid work/residence permit, skills card and other statutory requirements and flag any gaps or expiries.

Time & Attendance

• Monitor and clear time and attendance exceptions for office and non-project employees, ensuring accurate and timely data for payroll processing.
• Prepare regular reports on attendance, leave and sick-leave exceptions, with the Chief People Officer retaining full oversight of all time and attendance matters.
• Provide cover for project time and attendance as required, scheduling and checking project exceptions in coordination with the Projects Facilitator.
• Report and escalate operational and project matters including scheduling changes and overtime to the Chief Operations Officer, keeping the Chief People Officer informed throughout.
• Coordinate with payroll colleagues to resolve discrepancies before payroll deadlines.

HR Administration & Generalist Support

• Administer onboarding for new employees, including documentation, welcome materials and first-day arrangements.
• Support the administration of employee health insurance and benefits, including requests, documentation and queries.
• Support the employee discount and engagement schemes, assisting employees with access and queries.
• Assist with the organisation and coordination of Company events and staff activities.
• Maintain employee records and HR systems accurately, ensuring data protection and GDPR compliance.
• Keep records of site and project updates up to date and properly filed.
• Provide first-line support for general HR administrative queries and assist the HR team across the employee lifecycle.
• Maintain orderly HR files, documentation and templates.

Cover & Continuity

• When the post-holder is absent, essential work permits, time & attendance and HR administration duties are covered by the two HR Executives.
• Promote and ensure compliance with ISO 9001 (Quality Management) and ISO 14001 (Environmental Management) standards across all projects.
• Enforce a zero-tolerance policy for any abusive, harassing, or discriminatory behavior in the workplace. Incidents or concerns must be escalated promptly to maintain a respectful, professional, and inclusive environment for every team member.
• Follow company policies, procedures, and legal requirements.
• Comply with all workplace health and safety rules, use personal protective equipment as required, and report any hazards or unsafe conditions immediately

Working conditions

• The HR Admin Coordinator will be based at the Head Office

Reporting Structure / Accountability

• The HR Admin Coordinator reports to the two HR Executives, supporting recruitment, performance, training and development as part of the wider HR team. The role works closely with HR, payroll, health & safety and operational colleagues, and is a key point of coordination for employee documentation and HR administration across the Group.

Qualifications, skills and experience

• Qualification: e.g., high school diploma, degree

Essential

• Hands-on experience managing work-permit and immigration documentation, including liaison with Identità.
• Strong administrative and organisational skills, with high attention to detail and accuracy.
• Experience handling confidential employee documentation and an understanding of data protection obligations.
• Comfortable working with HR systems and standard office software.
• Reliable, methodical and able to manage a compliance-sensitive workload independently.
• Good written and verbal communication skills in English.

Desirable

• Experience with an HR information system (e.g. Shireburn) and with time and attendance exception monitoring.
• Experience in supporting onboarding, employee benefits or HR administration in a multi-entity organisation.
• Additional language skills relevant to an international workforce.

This job description outlines the core responsibilities and expectations associated with the HR Admin Coordinator role. These may evolve to align with company objectives and operational needs. Flexibility to adapt to additional tasks is expected in support of the organization’s continued success.