People and Culture Coordinator / Administrator

Are you a natural multi-tasker with great attention to detail?

Do you thrive in an energetic, fast-paced work environment?

About Woods Bagot

Woods Bagot is a People Architecture company placing human experience at the centre of our design process to create and deliver engaging, future-oriented projects that respond to the way people actually use space.

With a team of over 900 experts working across 17 studios in Australia, New Zealand, Asia, Europe, the Middle East and North America, our Global Studio model allows us to work collaboratively across time zones and borders, using the latest technology to share design intelligence and strengthen our knowledge base around the world.

Our Values

Uncompromising Design. Rigorous Curiosity. Effective Communication. Collective Intelligence. Dynamic Careers.

Woods Bagot is a values-driven organisation, and our values underpin everything we do. Values guide the way we work, the way we make decisions and how we interact with each other, our clients, and our stakeholders.

About the Role

The purpose of this role is to provide the operational and administrative support needed to implement and deliver key people related processes. A large component of the role will involve HRIS (Human Resource Information Systems) administration for the Australian region and general P&C administration support globally.

Working closely with the Manager – People & Culture Support, you will be responsible for developing, coordinating and implementing the tools, resources and processes required to effectively and efficiently support the delivery of operational people related matters and employee life cycle events. While working in the People & Culture Central team a topical focus of this role will be to assist in the establishment and operation of a HR Helpdesk, a contact form for employees to complete whom have first level / general HR enquiries.

Your Team

You will be part of a small, experienced and supportive People and Culture (P&C) global function. This role is based in Melbourne and collaborates with the wider global people and culture team including regional people and culture managers. The role will form part of our P&C Central team and will report to Manager – People & Culture Support. Further tasks and responsibilities may come from other areas of the P&C team including Regional Manager – P&C (ANZ) and People & Culture Global Leaders.

Key Areas of Responsibility

Administration

• Provide systems and administrative support e.g. responding to enquiries, data entry, user training and advice, reporting, back up support, system testing, issue escalation, data validation and record checking, reporting.
• Data entry of all Australian based employee movements in SuccessFactors (HRIS), including new hires, terminations and employee changes.
• Preparing employment contracts, contract variations and associated tasks for Australian region.
• Preparing presentations on behalf of People and Culture leaders to present the business (i.e. training materials, P&C updates, other people related matters).
• Take minutes and note action items for P&C Stream meetings, manage documentation and meeting records, assist where necessary to support P&C Stream function.

Systems

• Act as the custodian of SuccessFactors (HRIS) for Australia, assist in running reports, provide statistics and making system changes as required.
• Participate in system auditing requirements as directed by Manager – P&C Systems and Manager – P&C Support.
• Assist in maintaining policy pages on the Intranet up to date by adding new policies and update existing policies.
• Act as the custodian of the people section of the Woods Bagot Intranet.
• Manage the employee electronic file system to ensure ease of reference, maintenance of confidentiality and logical and systematic record keeping.

First line support – P&C Advisory

• Act as a point of contact and resolution for first line (policy, process, award, contracts) employee queries.
• Escalate queries to Regional Managers or Global Leaders – P&C where employee grievance resolution is required.

Reporting

• Co-ordinate HR reporting, liaise with each region for required information, follow up on an as needs basis.
• Provide statistics for monthly and quarterly reporting.
• Assist in drafting people and culture-related papers for final review by P&C Global Leaders

Performance / Pay / Promotion

• Assist with annual Performance / Pay / Promotion processes including, bi-annual performance reviews, salary reviews, bonus coordination and promotions process.
• Manage component(s) of the process as directed by Manager – P&C Systems.

About You

As the People and Culture Coordinator/ Administrator for our People and Culture team, you have an extensive background working in P&C coordination and administration, you enjoy a wide variety of work, and can effectively multi-task.

Your positive and professional demeanour will fit in with our Global People & Culture team where your excellent interpersonal skills will set the foundation for building relationships with the team.

You will be able to Demonstrate:

• Ideally, 2-3 years of experience in a professional services environment.
• Excellent written and verbal communication skills.
• Tertiary qualifications in Human Resources Management, Business, or Project Management are ideal.
• Strong computer skills, particularly in MS Office (Excel, Word, PowerPoint).
• Solid experience with HRIS and exposure to payroll systems.
• Detail-oriented and highly organized, with the ability to manage multiple priorities.
• Experience within a people and culture team.
• Experience in HR reporting and administrative roles.
• Some experience with first-level HR advisory tasks.

Benefits we Offer

In addition to working for a leading design Studio you will enjoy benefits such as:

• Annual discretionary bonus.
• Profit Share
• Paid Parental Leave Employee Assistance Program.
• Employee referral program.
• Enjoy exclusive discounts at select gyms, health insurance, and other benefits designed to enhance your well-being and work-life balance.

How to Apply

Applicants are required to submit a cover letter and resume via our People and Culture Coordinator LinkedIn Job Post. Applications will be treated in the strictest confidence.

We do not accept unsolicited resumes or names from agencies.

All personal data collected by the Company will be kept confidential and only used for recruitment purposes.

Mandatory Requirements

It is an essential requirement that applicants must have the legal right to work in the UK when applying for this position.

Our Values

Uncompromising Design. Rigorous Curiosity. Effective Communication. Collective Intelligence. Dynamic Careers.

Woods Bagot is a values-driven organisation, and our values underpin everything we do. Values guide the way we work, the way we make decisions and how we interact with each other, our clients and our stakeholders.

Inspiration. Innovation. Inclusiveness. We are Woods Bagot.

Woods Bagot is an equal opportunity employer. We are committed to equal employment opportunity regardless of race, colour, ethnicity, ancestry, religion, creed, sex, national origin, sexual orientation, age, citizenship status, marital status, disability, gender identity, gender expression, and Veteran status.

At Woods Bagot, we are committed to creating an environment where difference is celebrated, valued and respected, practices are equitable, and our people feel like they belong. We accept that none of us is smarter than all of us. We believe building a diverse workforce is the foundation to creativity and innovative design – it is only by working together that we can realise the potential of our people, clients and communities around us. Through our inclusive leadership and our truly global studio network of strategists, experience designers and scientists, you will find your voice and have the support and flexibility required to bring your whole self to work and build an exceptional career.