HR & Office Co-Ordinator

About Pole Star:
As the leader in maritime intelligence, Pole Star empowers better decision-making and protects clients’ business interests, assets, seafarers, vessels, cargo, infrastructure, investments, profitability, and reputation - through provision of high-performance, cyber-secure solutions underpinned by immense service and constant technological innovation. We have offices in London, USA, Singapore, Hong Kong and Panama, alongside presence in Australia. Teams are made up of over 19 nationalities, speaking 25 different languages.

The Opportunity:
We are looking for a proactive and organised HR & Office Coordinator to support both people operations and the smooth day-to-day running of the office. This is a varied role suited to someone who enjoys balancing administrative HR responsibilities with creating a positive and efficient workplace environment.

Responsibilities:

• Support onboarding and off-boarding processes, ensuring a seamless employee experience

• Maintain accurate employee records and HR systems

• Provide first-line support for employee queries related to HR policies and procedures

• Assist with payroll queries, benefits administration, and leave tracking

• Support performance review cycles and training coordination

• Ensure compliance with employment legislation and internal policies
  

Office Coordination

• Oversee daily office operations to ensure a well-functioning, safe, and welcoming environment

• Manage office supplies, stationery, and refreshments, ensuring stock levels are maintained

• Liaise with vendors, suppliers, and building management including guests/visitors

• Coordinate office maintenance, repairs, and health & safety requirements

• Assist in planning and organising annual EMEA company events and team activities
  

Administrative & Operational Support

• Maintain and improve internal processes and documentation

• Support internal communications and announcements

• Assist with ad hoc projects across HR and operations teams

Required Skills:

• Previous experience in an HR coordination role with responsibility for office support

• Strong organisational and multitasking skills with excellent attention to detail

• Good understanding of HR processes and confidentiality requirements

• Strong communication and interpersonal skills

• Proficiency in Microsoft Office and Hibob or similar HRIS

• Ability to work independently and manage competing priorities

Desirable

• CIPD qualification (or working towards)

• Experience with HR systems and payroll processes

• Knowledge of UK employment law

• Experience using Canva or similar for newsletters, employee communications

• Experience in a global organisation connecting with stakeholders across regions

Personal Attributes

• Proactive and solution-oriented

• Approachable and people-focused

• Reliable and discreet when handling sensitive information

• Flexible and adaptable in a fast-paced environment

Employee Benefits:

• Hybrid/Flexible working

• Flexible Benefits Package Including:

  • Private healthcare. Dental, Optical

  • Salary sacrifice schemes

  • Gym and wellness programs

  • Childcare

  • Income protection, critical illness etc…

  • Prepaid Card for those little extra gifts (up to £200 per year) for special moments

• Life insurance, company funded to 3x salaryDiscretionary Bonus

• Employee assistance program

• 25 days annual leave

• 5 wellness days

• Up to a 5% matching pension

• Refer-a-friend recruitment bonus

• Unlimited learning and development opportunities