Company Administration & Operations Coordinator
Salary £ 27k - £32k Dependent on experience
Douglas
Vacancy listed 22/09/2026
Application deadline 30/09/2026
Details
Role Purpose
The Company Administration & Operations Coordinator provides high-level administrative and operational support across HubPeople and its associated companies, with particular support to the People & Operations Director.

This is a varied role covering company and corporate administration, compliance support, People/HR administration, office and facilities coordination, document production and general business support.

A key element of the role is providing strong practical and technical administrative support. The successful candidate must be highly computer literate and confident creating, formatting and improving professional documents, spreadsheets, presentations and other business materials.

We are looking for someone who is highly organised, comfortable managing multiple deadlines, able to work independently and enjoys taking ownership of tasks through to completion.

Key Responsibilities
Company & Corporate Administration
  • Maintain company records, registers, and organised electronic filing across the Group.
  • Coordinate annual returns, recurring filing requirements, signatures, and company administration deadlines.
  • Maintain company and Director KYC and supporting documentation.
  • Support banking applications and ongoing banking administration.
  • Liaise with Directors, professional advisers, and external providers as required.

Document, Presentation & Digital Support
  • Turn draft content, notes, and unformatted information into clear, professional, and user-friendly business documents.
  • Create and format presentations, policies, procedures, reports, proposals, letters, and other company materials to a consistently high standard.
  • Create and maintain templates for frequently used documents.
  • Provide practical technology and document support to the People & Operations Director.
  • Confidently use online systems and digital tools, including appropriate AI-enabled tools, and quickly learn new technology.

Compliance & Regulatory Administration
  • Assist with KYC and due diligence administration for company Directors and affiliate Partners.
  • Coordinate recurring compliance administration, including PCI DSS renewals and regular compliance reporting.
  • Assist with reputation monitoring and associated follow-up actions.
  • Support the implementation and maintenance of company policies, procedures, and controls.

People & HR Administration
  • Prepare and professionally format offer letters, contracts, and standard employee correspondence.
  • Support recruitment, onboarding, interview, and leaver administration.
  • Maintain accurate and confidential employee records.
  • Support training administration, People projects, and employee engagement activities.
  • Provide general HR administration and document support as required.

Office, Facilities & General Business Administration
  • Coordinate office supplies, maintenance, contractors, and service providers.
  • Coordinate recurring health and safety requirements, including PAT testing, fire extinguisher servicing, and first aid requirements.
  • Support the smooth day-to-day operation of the Isle of Man office.
  • Coordinate insurance renewals, vehicle leasing, subscriptions, and recurring business services.
  • Arrange travel and accommodation when required.
  • Provide practical administrative support for ad-hoc business requirements.

Essential Skills & Experience
  • A high level of computer literacy is essential.
  • Advanced/confident user of Google Workspace applications.
  • Good spreadsheet skills, including formulas, formatting, organising, and presenting data.
  • Confident in creating professional presentations and visually clear business materials.
  • Excellent organisational and time-management skills.
  • Able to manage multiple tasks, deadlines and recurring responsibilities, and reprioritise when requirements change.
  • Strong written and verbal communication skills.
  • Comfortable working with confidential and commercially sensitive information.
  • Able to work independently, use initiative and take ownership of tasks.
  • Practical, common-sense approach to problem solving.

Desirable Experience
  • Company administration.
  • KYC/CDD or compliance administration.
  • HR or People administration.
  • Office or facilities coordination.

Personal Attributes
We are looking for someone who is highly organised, detail-focused, proactive and comfortable with technology.

You will need to be dependable, trustworthy and discreet, while also being friendly and approachable. You should be comfortable with variety, willing to learn and take on new responsibilities, and take pride in producing work that is accurate, organised and professionally presented.
Benefits

25 Days Annual Leave + Bank Holidays (Rising to 30 days with continuous service)(Pro rata for part time hours)
Company Pension Scheme (matched up to 5% by Company).
HealthShield Healthcare Plan
Discretionary Annual Bonus
Cycle to work scheme
Casual dress
Training and Development
Home Working 1 day per week.

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