HR & Office Manager

About the role

ManaGray is looking for a highly organised, proactive and hands-on HR & Office Manager to take ownership of day-to-day HR, people operations, contractor care, client HR coordination, office management and internal administration. This is a broad and important role within the business. The successful person will support internal employees and contractors, manage the operational requirements of the contractor workforce, work directly with clients' HR teams, oversee the smooth running of the office and work closely with the Finance team on payroll and contractor-related financial administration. As ManaGray continues to grow, this person will play an important role in building more structured, scalable and consistent HR and operational processes across the business.

Key responsibilities

• Take ownership of day-to-day HR administration and employee lifecycle, acting as a central point of contact for employees regarding HR and people-related matters
• Coordinate employee onboarding and offboarding, including preparation and maintenance of employment documentation, letters and HR records
• Maintain accurate employee information across company systems, including leave, holiday, attendance and employee records
• Support management with HR policies, procedures, employee communications and employee relations administration
• Act as a key point of contact for ManaGray contractors, coordinating contractor onboarding and ensuring all required documentation is completed before commencement
• Maintain accurate contractor information and assignment records, proactively managing upcoming contract expirations, extensions and changes
• Maintain regular communication with contractors throughout their assignments and support contractor offboarding when assignments end
• Act as a ManaGray point of contact for clients regarding day-to-day contractor operational matters, building strong working relationships with client HR, People, Talent and operational teams
• Coordinate contractor onboarding requirements directly with client HR teams and ensure client documentation and onboarding requirements are completed accurately and on time
• Take responsibility for coordinating and producing regular operational information required by clients, including contractor headcount reports, active contractor reports, new starter and leaver reports, contract expiry and renewal reports, and other client-specific operational reporting
• Work closely with the ManaGray Finance team to ensure employee and contractor payroll information is complete, accurate and provided on time, coordinating payroll information relating to new starters, leavers, salary changes, bonuses, commissions, leave and absences, contractor payments and timesheets
• Take ownership of the smooth day-to-day operation of the ManaGray office, managing general office operations and administration, office supplies and equipment, relationships with office vendors and service providers, and office access
• Maintain accurate employee and contractor records across relevant systems, maintain organised electronic files and documentation, and monitor important dates, renewals, contracts and deadlines
• Maintain and update relevant HR policies and procedures, help ensure policies are communicated and consistently followed, and maintain appropriate employment and contractor documentation
• Regularly check in with employees and contractors, help new employees integrate successfully into the business, support employee engagement and internal communication, and look for practical ways to improve the employee and contractor experience

About you

• Highly organised – able to manage multiple responsibilities, stakeholders and deadlines without things falling through the cracks
• Proactive – identifies what needs to happen rather than waiting to be told
• Hands-on – willing to manage everything from HR matters and client reporting to everyday office requirements
• Accountable – takes responsibility for tasks from beginning through to completion
• Detail-oriented – particularly around payroll, contracts, reporting and employee/contractor records
• People-focused – approachable and genuinely interested in supporting employees and contractors
• Client-focused – understands the importance of being responsive, professional and reliable when dealing with client HR teams
• Commercially aware – understands that HR and operations ultimately need to support the performance of the business
• Process-driven – able to introduce structure and consistency into a growing organisation
• Trustworthy and discreet – comfortable handling confidential employee, contractor, payroll and company information
• Technology comfortable – confident working across HR, payroll, CRM, reporting and communication systems
• Strong communicator – comfortable dealing with employees, contractors, clients, management, Finance and external providers
• Previous experience in HR, People Operations, Office Management, Contractor Management, Business Administration or a similar position
• Experience working directly with clients or external stakeholders is highly desirable
• Experience supporting employee and/or contractor payroll processes
• Experience managing employee and contractor documentation
• Understanding of onboarding, offboarding and employee/contractor lifecycle processes
• Experience producing operational or workforce reports is advantageous
• Strong administrative and organisational capability
• Experience coordinating with Finance teams is desirable
• Strong Microsoft Office / Google Workspace skills, particularly Excel/Sheets
• Comfortable learning and working across different business systems
• Experience within recruitment, staffing, professional services or a contractor-based business would be advantageous
• Experience working within a growing, entrepreneurial or international organisation would be beneficial
• Strong written and verbal English communication skills
• HR qualification or relevant degree is beneficial but not essential