HR Operations Coordinator

Location: London

Department: Human Resources

Reports to: Senior HR Operations Manager

Hours: Monday–Friday, 09:30–17:30

Direct Reports: None

Owen Reed is looking for an HR Operations Coordinator to join a law firm in London. Working within the HR Operations team, you will support the firm’s Talent function and help deliver a seamless HR service across London and its international offices.

This varied role combines HR systems administration, data management, payroll coordination and employee support. Previous experience working with HR systems is essential, while functional experience of PeopleSoft would be advantageous.

Key Responsibilities

HR Operations Inbox

• Coordinate the London HR Operations inbox, allocating queries to the appropriate team members.
• Respond to employee enquiries using standard response templates where appropriate and escalate matters when required.
• Review team members’ draft emails relating to complex matters.

HR Systems & Data Management

• Maintain accurate and timely PeopleSoft records for new hires, terminations, transfers and personal information changes across London, Munich/Frankfurt, Paris, Brussels and Riyadh.
• Update information including contact details, citizenship, visas, education, languages, office locations and teleworker agreements.
• Take the lead in maintaining and auditing the PeopleSoft database, including weekly audits of joiner information.
• Provide guidance and support to staff using PeopleSoft, including training new joiners.
• Raise technical issues promptly and support investigations, testing, system enhancements and developments.
• Produce ad hoc reports for Directors and Managers, identifying reporting requirements and ensuring accuracy.
• Run PeopleSoft queries and check colleagues’ reports for accuracy and formatting before distribution.
• Coordinate international transfers and secondments in line with US procedures.
• Provide cover for critical PeopleSoft functions, including timecard reviews.

Payroll

• Accurately update PeopleSoft with all London payroll data changes.
• Prepare and validate monthly payroll information for the London office.
• Run the PeopleSoft Deduction Calculation process and work with the Benefits team to investigate queries.
• Complete monthly timesheet reconciliations and investigate associated queries.
• Complete monthly Associate Vacation reconciliations and resolve related queries.

General Administration & Team Support

• Provide administrative support for HR Operations projects and other departmental requirements.
• Assist with preparing and reviewing process documentation.
• Screen telephone calls and record messages for the team.
• Schedule meetings, manage diaries and take accurate meeting notes.
• Liaise with colleagues across London, international and US offices.
• Contribute to process improvements, including simplifying tasks and using AI to automate processes where appropriate.

Skills & Experience

• Previous experience working with HR systems is essential; functional PeopleSoft experience is desirable.
• Experience improving processes, including using technology or AI to simplify or automate tasks.
• Strong Microsoft Office and Teams skills, with advanced Excel proficiency.
• Excellent written and verbal communication skills, with the confidence to communicate credibly and diplomatically at all levels.
• Strong organisational and time management skills, with the ability to manage multiple detailed projects and competing priorities.
• Excellent attention to detail and a consistent approach to following tasks through to completion.
• Strong numerical skills, including the ability to perform technical calculations and interpret figures accurately.
• Discretion and the ability to safeguard confidential personnel and firm information.
• A proactive approach to solving problems and the confidence to use your initiative.
• A flexible, hands-on attitude and the ability to remain focused and professional under pressure.
• Strong interpersonal skills, a customer-focused approach and the ability to w