HR Coordinator

Grimshaw is a global architecture and design studio of ideas and invention, driven by a desire to connect people to each other and the world around us. We recognise the urgency of the challenges that face our planet, and our duty to deliver architecture and design best suited for a flourishing future. Our studios are founded on analysis and exploration. We relish the challenges inherent across a wide range of work, engaging our expertise and agility to deliver lasting, meaningful design that brings value and joy to clients and users. At Grimshaw, we encourage creativity, collaboration and innovation. We want our staff to be fulfilled by their time with us as we know the key to our continuing success is working with and engaging the most talented people we can find.

JOB PURPOSE

Primarily to provide an efficient HR service to the Melbourne studio. Supporting the Studio Manager and Melbourne studio (and other studios when required) to ensure all HR, and people & culture initiatives, as well as but not limited to resourcing requirements, and reporting needs are met in a timely and cost-effective manner.

MAJOR TASKS

HR and people & culture administration including recruitment, data management and procedural implementation.

HR Advice and Guidance:

• Provide support on any HR queries from employees and managers.
• Provide HR support at any meetings (formal or informal), advising on process and to encourage resolution.
• Effectively managing annual leave, personal leave and TOIL.
• Record and track any issues relating to performance, disciplinaries/grievances, ensuring that they are properly followed up and resolved in a timely fashion.

Recruitment

• Assist in the recruitment process.
• Assist with job descriptions and contracts for new and existing staff.
• Organise interviews.
• Manage recruitment advertising.
• Advise on offers and salary bandings.
• Manage the onboarding and induction process.
• Assist in internal resourcing.

Payroll

• Prepare monthly reporting in a timely manner and liaise with Payroll provider
• Ensure all changes are correctly entered, all new starters and leavers are added, changes reported, and other ad-hoc reports are prepared
• Work in conjunction with Finance to approve and confirm Payroll

Performance Management/Training and Development:

• Assist with the roll out of the internal appraisal process.
• Co-ordinate the mentoring scheme for the Melbourne studio, monitoring its progress to ensure continued improvement.
• Provide administrative assistance for training and development and record keeping.
• Provide administrative support for the following: annual appraisals, mentoring,

Visa Sponsorship:

• Assist with maintaining all staff visa status updates including expiry and renewal
• Provide support in renewing any visa or applying for any visa

Supporting Studio Manager

• Day-to-day support
• Inbox and calendar management

Other

• Participate in Global HR meetings.
• Be proactive in researching HR topics and engaging in discussion and development of the HR support function.
• Ensure that all work undertaken complies with the requirements outlined in Grimshaw Policies.
• Participation in group workshops when required.
• Assist staff with timesheets.

Key Skills and Experience

• Educated to degree level, or equivalent
• Experience of working in a HR / people and culture capacity, 3‐5 years of experience as a minimum
• Comfortable dealing with ambiguity. Ability to lead complex assignments
• Highly organised with the ability to multitask
• Approachable and friendly
• Good negotiating skills
• Strong verbal and written communication skills and attention to detail
• Experience of working with HR Information systems
• Strong record keeping and data management
• Experience in the Architecture industry would be a plus but not necessary

Grimshaw is an equal opportunity employer that does not discriminate. We celebrate diversity and are committed to creating an inclusive environment for all our colleagues.