HR and Payroll Coordinator

Role overview

This position supports the daily running of the HR function and covers a broad mix of generalist HR and payroll administration. Reporting to the Senior HR Manager and the Chief People Officer, the role helps keep HR operations compliant, organised, and aligned with company policies and legal obligations.

Administration

• Run the end-to-end onboarding process for new joiners and consultants across the UK, France, Italy, and the USA, including contract preparation, starter paperwork, right-to-work checks, and reference checks.
• Support visa-related applications and coordinate with immigration solicitors on employee cases.
• Keep HR systems, employee records, and organisation charts accurate and current.
• Refresh trackers and master files regularly and create ad hoc reports when required.
• Handle updates in HR and payroll platforms accurately and communicate payroll-related changes to external payroll partners in France, Italy, and the USA.
• Prepare documents and references for current and former employees when requested.
• Share HR invoices with Finance and help ensure timely payment processing.
• Manage the Chief People Officer’s diary and calendar.
• Work with the travel agency to arrange business travel.

Recruitment

• Partner with line managers to write tailored job descriptions for junior positions that reflect business goals and company culture.
• Advertise vacancies on suitable platforms, coordinate with recruitment agencies where needed, and oversee the application process.
• Carry out first-stage interviews independently and alongside hiring managers, then provide clear candidate feedback.
• Maintain strong relationships with universities and recruitment agencies.

Payroll

• Capture and enter payroll changes for the UK, France, Italy, and the USA, making sure everything is completed before each region’s payroll deadline.
• Review UK and France payroll reports carefully with the Senior HR Manager and CPO, and send payroll data for the UK, France, and Italy to Finance before payment cut-offs.
• Act as a contact point for payroll queries and explain payroll matters clearly to employees.
• Track pension enrolment, pension refunds, commission payments for retail teams, and other deductions, ensuring records are complete and accurate.

HR policies, processes, and compliance

• Help develop HR policies and procedures that support business objectives and meet legal requirements.
• Guide employees on HR processes and keep policies accessible through the intranet.
• Monitor changes in employment legislation and HR best practice, then update processes and policies as needed to stay compliant.
• Work with the Office Manager to implement health and safety measures.

Employee lifecycle support and relations

• Coordinate smooth onboarding for new hires and ensure all starter information is shared, including orientation sessions.
• Carry out one-month check-ins for new starters.
• Manage probation periods, collect feedback, support managers through reviews, and draft outcome letters.
• Oversee sick leave administration, including absence tracking and return-to-work steps.
• Support the HR team with performance review cycles.
• Handle offboarding, conduct exit interviews, and record exit form data to support retention improvements.
• Be the main contact for employee HR queries and give advice on policies and procedures.
• Support maternity cases and make sure employees understand their statutory rights.
• Assist with employee relations matters quickly and appropriately when needed.

Compensation and benefits

• Administer compensation and benefits, including private medical insurance and pension arrangements, and coordinate additions and removals with providers.
• Manage benefits administration for employees in France, including collecting travel proofs and updating restaurant tickets each month.
• Support annual salary reviews and bonus processing by preparing paperwork and updating HR systems.
• Respond to employee questions about pay and benefits in a timely and accurate way.
• Stay informed about market practice and legal requirements relating to pay and benefits to support competitiveness and compliance.

Success measures

• Keep employee data and records accurate and processed efficiently.
• Maintain compliance with data protection rules and employment law requirements.
• Help fill junior roles within agreed timeframes.
• Build effective working relationships across departments and communicate confidently with people at every level of the business.

Qualifications and experience

This role suits someone with a bachelor’s degree in human resources, business, or a related subject, and at least 2 years of experience in a payroll- and HR-focused position, ideally within luxury fashion. The right candidate will be highly organised, capable of managing multiple priorities, and confident in dealing with confidential information. Strong written and verbal communication skills, excellent attention to detail, solid Microsoft Office and HRIS experience, and a proactive approach are all important. Interest in luxury fashion is also required.

Additional information

The role is based in the London Area, United Kingdom and is a full-time, onsite position.