Coordinator, People and Experience Team
VaynerMedia · London
We’re VaynerMedia! We are a contemporary global creative and media agency built for the now. Born in social, our work is now full service, simply loving big ideas that connect and create real change for our clients business. We are independently owned, founded in 2009 with offices in London, Amsterdam, New York, Los Angeles, Singapore, Tokyo, Sydney, Bangkok, Kuala Lumpur and Mexico City. We are recognised for our work in Cannes Lions, the Clios, D&AD and The Webbies to name a few.
Culture is our key and Empathy is how we build it. VaynerMedia EMEA is strong with a world-class combination of diverse backgrounds collaborating to put forward innovative, creative and strategic solutions to the one advantage that stands the test of time – PEOPLE. Day in and day out, we propel some of the biggest brands in the world to the intersection of attention and culture.
The PITCH.
Our EMEA People & Experience team is breaking the mould of a “traditional HR team” by taking a high touch, empathetic approach to everything we do - from daily admin tasks, to the highest level strategic planning. We aim to do it all with empathy, professionalism, patience, a little humour, and a lot of kindness, with the employee experience at its core.
We are looking for an organised, process-driven People Coordinator to be the operational backbone of our People & Experience team. In this role, you will ensure our day-to-day HR systems, documentation, and employee processes run seamlessly and accurately.
If you take pride in flawless administration, love keeping systems tidy, and enjoy being the helpful, go-to contact for team queries, this role is for you.
Here’s where you come in…
- Handle PET administrative tasks with 100% database accuracy within our systems such as HiBob, Moore Payroll, ClickUp, Greenhouse etc. In fact, you have an eye for perfection in this area!
- Responsible for all paperwork such as employee contracts, reference letters, promotion letters, leaver letters, etc
- Onboarding & Off boarding Coordination: Manage the end-to-end administrative logistics for new joiners and leavers (scheduling inductions, tracking equipment handovers, completing checklist workflows).
- First-Line Employee Support: Act as the first point of contact for day-to-day People queries (benefits, policies, platform access), resolving issues promptly or escalating where appropriate.
- Be our data champion, pulling reports for the People team, managers as appropriate and being able to assess general themes, insights and more!
- Support the People Operations team with systems and administrative support
- Partner with our Finance team to prepare the monthly payroll inputs and process PET related invoices
- Provide administrative support for employee relations issues as required, including note taking, letter drafting, etc
- Create and own reports for tracking absence and holidays
We value Personality, Ambition, Potential and Experience, however from our experience, we believe the following qualities will be highly successful in this role:
- Detail-oriented with excellent organisational, prioritisation, and multitasking skills
- Adept and comfortable working through frequent change in a dynamic, fast-paced environment
- Handle data with confidentiality, discretion and integrity
- Ability to be proactive, solution oriented and use your own initiative
- Be task-oriented and a brilliant doer who loves to get going while ticking the right boxes in their to-do list
- Have a keen interest in building and maintaining world class employee experiences, with a focus on high performance, reward & wellbeing
- Learn, embrace and champion the Vayner Culture. We want you advocate it to every step you make as you thrive and grow with us
- Prior work experience in a media/creative agency or a start-up (internships included) is a plus but not required
- Proficient in G-Suite (Gmail, Calendars, Shared Drive, Docs, Sheet, etc) & Microsoft Office (Word, Excel, Powerpoint, etc)
What you get in return…
- Opportunity to progress in a global creative and media agency
- Work with a team of passionate people who are cheerleaders of your career development
- Solid experience as a generalist within People & Experience and the opportunity to shape the employee experience for our people
- Passionate about specific areas of People & Experience? You’ll have the opportunity to deep dive into areas you’re particularly interested in
Here’s how We Support You
We regularly review our benefits and are committed to providing a comprehensive programme for our people.
- Unlimited Holiday + 1 Day Birthday Leave
- YuLife (online discount platform)
- Enhanced Parental Leave
- Unlimited Coaching sessions, which can be private and team class sessions
- Cycle to work scheme
- Employee Assistance Program (Financial, Mental and Physical Wellbeing)
- Cash Plan with Medicash - Level 1 cover, option to add partner, 4 children can be added for free
- Virtual GP, Skinvision, 24/7 Health and Stress Helplines, Discounted Gym, Medicash Extras
- Life Assurance
- Income Protection
- Group Personal Pension
What you SHOULD KNOW about VaynerMedia
Think “lab” and not “agency”. We get excited about solving business problems, not creating advertising for the sake of making advertising. Our entrepreneurship DNA runs deep. We’re willing to break rules, try new things, and test hypotheses if it means better understanding our craft. It’s fun!
We believe 100% that brands can be built on digital platforms and part of our model is built bottom up, flipping the traditional advertising model and process on its head. We don’t play to agency/industry norms and our culture and energy reflects that.
Our environment (and pace) feels much more like a start-up than most agencies you might be used to. Hopefully that, and the opportunity to collaborate with the talented and enthusiastic crew, work with big brands excites you, as it does us. We can’t wait to meet you.
VaynerMedia is an Equal Opportunity Employer. This means that VaynerMedia provides equal employment opportunities to all staff members and job applicants without regard to gender, pregnancy, marital or civil partnership status, gender reassignment, race, disability, sexual orientation, religious belief, part time or fixed term employment, age or any other legally protected class.
Candidates must be authorised to work in the UK.