Job Overview

We are looking for a highly organised and dependable HR Coordinator with Mandarin/Chinese language skills to support the CPO and CFO, coordinate shareholder-related activities, and deliver smooth execution of HR administrative operations.

This is a varied and dynamic role requiring someone who is proactive, detail-oriented, and confident in liaising with senior stakeholders, both locally and internationally.

The successful candidate will manage logistics for business visitors and shareholders, support calendar and travel planning for the CPO and CFO, and take ownership of key HR coordination tasks – including recruitment screening, reference checks, issuing agreements, and liaising with Finance on invoicing and payment follow-ups.

Location is flexible across UK, this is a 12 months' contract agreement.

Key Responsibilities

Coordination with CPO, CFO & Shareholders

• Support the CPO and CFO with calendar management, meeting planning, and travel arrangements.
• Coordinate shareholder-related activities, including visit planning, logistics, and agenda preparation.
• Prepare meeting materials, briefing packs, and documentation for senior leadership meetings.
• Act as a liaison for communication and arrangements with shareholders and business visitors.

Business Visitor & Travel Support

• Arrange travel, accommodation, and itineraries for internal leaders and external visitors.
• Ensure business visitor rules and UK compliance requirements are followed.
• Manage end-to-end logistics including schedules, meeting rooms, hospitality, and local coordination.
• Handle confidential correspondence, draft communications, and prepare
• reports, presentations, and briefing materials.
• Arrange global and regional travel (flights, accommodations, itineraries)
• with attention to detail and cost-efficiency.
• Process expense reports, manage reimbursements, and liaise with
• finance and procurement teams as needed.

HR Administration & Coordination

• Manage document filing, digital record keeping, and tracking of approvals and signatures.
• Coordinate with IT, facilities, and vendors for equipment, space booking, and technical setup.
• Assist with onboarding of new HR and Finance team members where needed.
• Conduct reference checks and support recruitment screening processes.
• Prepare and issue employment-related documents such as offer letters, contracts, and reference confirmations.
• Support agreement preparation and coordination (e.g. agency agreements, HR-related service contracts).
• Maintain and update trackers for employee data, onboarding activities, and recruitment status.

Finance Liaison & Support

• Work closely with Finance to manage invoice submissions, monitor payment progress, and ensure timely follow-ups.
• Coordinate purchase orders, document processing, and expense claim support for the HR and Finance functions.

Reporting & Data Analysis

• Prepare simple reports and data summaries to support HR decision-making.
• Use Excel to support analysis of recruitment activity, HR operations, or cost tracking.
• Support with ad hoc reporting or presentation materials as requested by the CPO or CFO.

Skills & Experience Required

• Proficiency in both Mandarin/Chinese and English is a mandatory requirement.
• Previous experience in HR coordination, executive support, or office administration roles.
• Proven experience as an EA or senior-level assistant (5+ years), ideally supporting C-suite executives.
• Experience working in fast-paced, international, matrix environment.
• Exposure to working with HR or Finance leaders is a plus.
• Discretion and trustworthiness — handling highly confidential information.
• Exceptional organizational and multitasking ability.
• Professionalism in communication (written and verbal) with all levels of stakeholders.
• Proactive problem-solving and ability to anticipate executive needs.
• Calm under pressure, flexible, and solution-oriented
• Familiarity with UK business visitor arrangements and general HR processes.
• Strong working knowledge of Microsoft Office – especially Excel (e.g. pivot tables, lookups, formatting).
• Experience working with procurement teams is a plus.