Job Description

Who we are

At Unispace, we are committed to transforming workplaces to meet the diverse needs of today’s dynamic global brands. Our agile, end-to-end approach is delivered seamlessly across borders, fuelled by strong client partnerships and supported by insightful workplace intelligence and innovative technology.

We believe that everyone deserves to work in an environment that inspires productivity, fosters peak performance, and promotes overall well-being. Across our 48 global studios, we recognize that positive work environments cultivate open, collaborative, and supportive cultures, enriched by the contributions of independent and motivated individuals from all backgrounds.

While our core business revolves around strategizing, designing, and building workplaces for some of the world's leading brands, we understand that our people are our greatest asset. We prioritize their growth and well-being through a comprehensive Employee Value Proposition program that includes rewards and recognition, career development opportunities, and a strong focus on mental and physical well-being.

To further support our team, we embrace flexible working arrangements, including hybrid working options that empower our employees to balance in-office collaboration with remote work flexibility. This approach not only enhances work-life balance but also allows us to harness the full potential of our diverse and talented workforce.

Why you’re here:

As the HR Coordinator within our Shared Service Center, you will provide essential administrative and systems support across the full employee lifecycle. This is a highly process-driven role responsible for maintaining data accuracy, processing changes, supporting global HR workflows, and ensuring a seamless experience for employees and managers. You will be part of a centralized function that supports multiple regions, delivering consistent, high-quality HR administration, documentation, and systems management. Working with confidential information, you will ensure accuracy, timeliness, and compliance in all HR transactions while helping to standardize processes and improve operational efficiency.

What you’re responsible for:

• Process HR transactions across the employee lifecycle including hires, terminations, job changes, compensation adjustments, and reporting line updates.
• Maintain accurate employee records within the HRIS and shared systems, ensuring data integrity, compliance, and timely updates.
• Support onboarding activities by preparing documentation, updating systems, and coordinating necessary setup steps.
• Assist in administering global and regional people programs such as performance cycles, engagement programs, and learning initiatives.
• Coordinate HR communications, distributing timely updates, reminders, and process instructions to employees and managers.
• Generate reports and dashboards on key people metrics as requested by HR leadership and regional teams.
• Support the preparation of PowerPoint presentations, documentation, workflows, and file management.
• Provide administrative support for HR meetings including scheduling, agendas, minutes, follow-up actions, and content updates.
• Respond to routine HR inquiries, escalating more complex issues to the appropriate HR partner or specialist.
• Assist with job postings, interview scheduling, candidate coordination, and recruitment administration when required.
• Maintain shared folders, templates, and documentation to ensure global consistency.
• Partner with Payroll, IT, and regional HR teams to ensure cross-functional processes are completed accurately and on time.
• Participate in HR audits, data clean-up activities, and compliance-related tasks.
• Assist with data migration, testing, and updates during HR system upgrades or process changes.
• Support the coordination of employee changes related to acquisitions or integrations, ensuring data accuracy and smooth transitions.
• Provide general administrative support to the People & Culture function as needed.

How we’ll measure it:

• Accuracy and timeliness of HR data entry and transaction processing.
• Compliance with established HR processes, standards, and service levels.
• High-quality documentation, reporting, and administrative support.
• Feedback from managers, employees, and HR partners on service responsiveness.
• Reliability and organization of shared documentation, templates, and systems.
• Contribution to HR process improvements and operational efficiency.
• Positive audit outcomes and reduced data discrepancies.

Your experience & skills:

• 2-3 years of HR administration or HR coordinator experience, ideally within a shared service or high-volume support environment.
• Experience in supporting global or multi-country HR operations.
• Knowledge of Australian and New Zealand employment legislation.
• Strong skills in PowerPoint, Excel (including pivot tables), and Microsoft Office Suite.
• Experience with HRIS platforms
• High attention to detail with strong analytical, organizational, and administrative skills.
• Excellent written and verbal communication skills and the ability to draft clear HR communications.
• Ability to manage multiple tasks simultaneously in a fast-paced environment.
• Demonstrated ability to work independently while maintaining accuracy and consistency.
• Positive, service-oriented attitude with a focus on supporting employees and HR teams globally.
• Ability to handle sensitive and confidential information with discretion and maturity.