HR and Operation Coordinator

HR & Operations Coordinator

Aspire Media Group Tiptree, Essex

Full-time

Part-time considered

About the role

Aspire Media Group is seeking an organised, proactive and adaptable HR & Operations Coordinator to join our team in Tiptree, Essex.

This is a varied, hands-on role supporting a diverse group of businesses. Working within a small HR team and alongside our Operations Manager, you will play an important part in ensuring that our people processes and day-to-day business operations run smoothly.

Reporting to both the HR Manager and Operations Manager, you will provide comprehensive administrative and practical support across HR, recruitment, property management, fleet administration, purchasing and general business operations.

We are looking for someone who enjoys variety, takes ownership of their responsibilities and is equally comfortable handling confidential HR matters, coordinating contractors or assisting with practical tasks across our sites.

Key responsibilities

HR & Recruitment

• Act as a first point of contact for general employee enquiries, including holiday, sickness absence, contracts and HR policies.
• Coordinate recruitment activities, including advertising vacancies, managing applications, arranging interviews and communicating with candidates.
• Ensure safer recruitment procedures are followed, including pre-employment screening, references, DBS checks and other relevant safeguarding requirements.
• Manage the administration of new starters and leavers, including employment documentation, onboarding and inductions.
• Maintain accurate employee records and administer HR systems, including holiday, absence and employee information.
• Assist with absence management, including monitoring sickness records, preparing documentation and coordinating return-to-work processes.
• Prepare and collate monthly payroll information, including starters, leavers, contractual changes and absence records.
• Liaise with payroll each month to check and reconcile payroll entries, ensuring information is accurate, discrepancies are resolved.
• Support the administration of probationary reviews, performance management, disciplinary and grievance processes, including preparing correspondence and taking meeting notes.
• Maintain employee training and compliance records, including DBS renewals, safeguarding training and other mandatory requirements.
• Provide general administrative support to the HR Manager and assist with wider HR activities as required.

Operations & Business Support

• Assist with the management of the Group's rental properties, including tenant communication, coordinating maintenance and repairs, liaising with contractors, arranging inspections and maintaining property records.
• Support the administration of tenancy documentation and rental property records.
• Coordinate the Group's pool vehicle fleet, including vehicle bookings, allocation and maintaining accurate records.
• Administer vehicle maintenance and compliance requirements for pool and company vehicles, including servicing, MOTs, tax, insurance, repairs and breakdown arrangements.
• Assist with driver licence checks, vehicle documentation and the administration of accident or insurance claims.
• Manage and maintain accurate records of keys for properties, premises and vehicles, including their allocation, issue and return.
• Coordinate purchasing and ordering of supplies, equipment and other goods across the Group, liaising with suppliers as required.
• Assist with general property and site maintenance administration, including coordinating contractors and monitoring outstanding works.
• Undertake practical tasks such as visiting properties, collecting or delivering items and travelling between business locations.
• Respond to the entrance intercom, welcoming and directing visitors and accepting deliveries.
• Answer and direct incoming telephone calls to the appropriate person or department.
• Provide general administrative and operational support to the Operations Manager, assisting with additional tasks and projects as required.

About you

We are looking for someone who is reliable, approachable and highly organised, with a flexible attitude and a willingness to get involved in different aspects of the business.

You will be confident managing multiple tasks and priorities, with the ability to work independently while supporting two busy departments.

The successful candidate will have:

• Excellent organisational skills, with the ability to prioritise workloads and meet deadlines.
• Strong attention to detail and a methodical approach to administration and record-keeping.
• Good written and verbal communication skills, with a professional and approachable manner.
• The ability to handle confidential employee and business information with discretion.
• Confidence using Microsoft Office and the ability to learn new HR and business systems.
• A proactive approach to problem-solving and the confidence to work independently.
• The ability to build effective working relationships with employees, managers, suppliers, contractors and tenants.
• A flexible, practical attitude and a willingness to support colleagues across different departments.
• A full UK driving licence.

Previous HR administration experience, particularly involving recruitment and safer recruitment procedures, would be advantageous. Experience in property management, fleet administration or purchasing would also be beneficial.

Working arrangements

Location: Tiptree, Essex, with regular travel between Group locations, properties and suppliers.

Hours: Full-time preferred, although part-time applications will be considered. Ideally, part-time applicants would be available to work across all five weekdays to provide consistent support to both departments.

A full UK driving licence is essential, as the role involves regular travel between sites and properties in a rural area with limited public transport.