People & Office Coordinator - 12 month FTC

Gravitee Topco Limited.; Greater London; Hybrid; GBP 32,000 - 48,000; Full time

Benefits offered by this job

Medical coverage

Pension

25 days holiday

Mental health days

Birthday off

Professional development budget

Hybrid work culture

Job summary

Gravitee is seeking a proactive People & Office Coordinator to support the People function and oversee the London office, blending HR coordination with office management. You will manage onboarding, records, and a welcoming workplace while partnering with the Head of HR and global teams.

Ideal candidates bring experience in employee lifecycle processes, strong organisation, and discretion with sensitive information; HiBob experience is a plus in a growing tech environment.

Qualifications

• Experience in HR, People, office or operations coordination.
• Experience supporting employee lifecycle processes and HR documentation.
• Strong organisational skills and attention to detail.
• Good written and verbal communication skills.
• Ability to handle sensitive information with discretion.
• Experience with HiBob is advantageous.

Responsibilities

• Coordinate onboarding, probation, changes, promotions and offboarding.
• Prepare contracts, offers and HR correspondence.
• Maintain employee records in HiBob and files.
• Coordinate pre-employment checks and right-to-work tasks.
• Support onboarding experiences and induction activities.
• Maintain HR trackers and workflow checklists.
• Assist with benefits, leave and HR programmes.
• Support office operations and London site management.
• Coordinate office events and visitor management.
• Support health and safety activities and documentation.
• Collaborate with the People team and improve processes.

Skills

HR coordination

Onboarding

Office coordination

HiBob

Communication

Organisational skills

Education

CIPD qualification desirable

Tools

HiBob

HRIS

Microsoft Office

Google Workspace

Job description

Gravitee is a 2025 Gartner® Magic Quadrant™ Leader, on a mission to govern the world’s intelligence.

We deliver the industry’s most advanced platform for Any API, Any Event, and Any AI Agent, trusted by global leaders like Michelin, Roche, and Blue Yonder.

Why Gravitee?

• The Mission: We are bridging the gap between traditional tech and the new frontier of AI Security.

• The Momentum: We combine the credibility of a market leader with the high-octane speed of a startup.

• The DNA: We hire "Hold Nothing Back" individuals - passionate professionals who want to redefine how the world interacts with technology.

The Role

We are looking for an organised, proactive and people-focused People & Office Coordinator to support our People function and oversee the smooth day-to-day running of our London office.

This is a varied role combining HR coordination, employee lifecycle administration and office management. You will help ensure that employees receive a consistent and well-organised experience, that our HR records and processes are accurate, and that the London office is a welcoming and effective place to work.

You will work closely with the Head of HR and the wider People team, supporting employees and managers across multiple locations. The role would suit someone who enjoys improving how things work, takes ownership of detail and is comfortable balancing planned priorities with the changing needs of a growing business.

What You’ll Be Doing

People and HR coordination

• Coordinate core employee lifecycle processes, including onboarding, probation, contractual changes, promotions and offboarding.

• Prepare employment contracts, offer documentation, employee letters and other standard HR correspondence.

• Ensure employee information and documentation is accurately recorded and maintained in HiBob and the appropriate employee files.

• Coordinate pre-employment checks, references and right-to-work documentation.

• Support the delivery of a consistent onboarding experience, including arranging induction activities, coordinating with managers and ensuring required tasks are completed.

• Maintain HR trackers, employee records and workflow checklists, following up with employees and managers where information or action is outstanding.

• Support the administration of benefits, leave and other employee programmes.

• Respond to routine employee and manager queries, escalating more complex matters to the appropriate member of the People team.

• Provide administrative support for performance, disciplinary, grievance and other employee-relations processes, ensuring records and correspondence are complete and stored appropriately.

• Support periodic audits of employee documentation and help remediate missing or incomplete records.

• Assist with the preparation of HR reports, people data and regular updates.

• Help document standard operating procedures so that recurring People processes are clear, consistent and not dependent on individual knowledge.

• Identify opportunities to simplify, standardise or automate recurring HR administration and workflows using AI.

London office coordination

• Take ownership of the effective day-to-day running of the London office.

• Act as the main point of contact for employees, visitors, building management.

• Coordinate office snacks, equipment, access, team lunch orders.

• Monitor office-related issues and ensure they are resolved promptly through the appropriate internal or external contacts.

• Support workplace health and safety activities, office documentation and required checks.

• Coordinate office events, employee activities, meetings and occasional team visits.

• Support new joiners with office access, equipment coordination and their first-day experience.

• Gather employee feedback and recommend practical improvements to the workplace experience.

Wider team support

• Work collaboratively with the wider People team to ensure responsibilities and handovers are clear.

• Support priority People projects, including onboarding improvements, process documentation and employee-file due diligence.

• Provide coordination support during periods of increased workload or organisational change.

• Maintain discretion and confidentiality when handling sensitive employee and business information.

• Contribute to a responsive, organised and service-focused People function.

Essential Skills

You will be someone who enjoys taking ownership, creating order and helping both employees and teams work more effectively.

You will ideally have:

• Previous experience in an HR, People, office or operations coordination role. Tech scale up experience advantageous.
• Experience supporting employee lifecycle processes and maintaining HR documentation.
• Strong organisational skills, with the ability to manage several priorities and follow tasks through to completion.
• Excellent attention to detail and confidence working with sensitive information.
• Clear and professional written and verbal communication skills.
• A practical, proactive approach to identifying and resolving problems.
• The confidence to follow up with employees, managers and senior stakeholders when actions are outstanding.
• Experience using an HR information system; experience with HiBob would be advantageous.
• Good working knowledge of Microsoft Office or Google Workspace.
• An understanding of the importance of accurate records, confidentiality and consistent HR processes.
• The ability to work independently while knowing when to seek guidance or elevate an issue.

Experience working in a growing, international or technology-led business would be beneficial. A CIPD qualification, or an interest in working towards one, would be desirable but is not essential.

Who Thrives Here

Our growth is powered by people who bring passion to their craft, professionalism to their execution, and a commitment to excellence. You’ll thrive here if you:

• Care deeply about high-quality output and brand clarity.
• Are curious, adaptable, and energized by the fast-moving AI landscape.
• Take full ownership of your projects from concept to completion.
• Value a culture of openness, collaboration, and constant evolution.

Bonus points if you’ve worked with APIs, cloud-native platforms, AI-enabled systems, or open source, but curiosity matters most.

Life at Gravitee

At Gravitee, we invest in humans, not just roles.

You’ll get:

• Competitive medical coverage
• Pension / 401k program options
• 25 days holiday + in-country national holidays
• 3 mental health days + wellness allowance
• Your birthday off
• Professional development budget to fuel your growth
• Hybrid work culture with hubs across regions
• Quarterly team events + annual offsite at an exciting location
• A meaningful, progressive, global company culture that is as fun as it is hardworking
• Endless growth opportunities

At Gravitee, we believe diverse perspectives make better products and stronger teams.

At Gravitee, no employee or applicant will be treated less favorably on the grounds of sex, marital status, race, color, nationality or ethnic or national origin, disability, gender, sexual orientation, gender identity, age, pregnancy or maternity, marital or civil partner status, or religion or belief.