People Operations Administrator

Company Description

Colliers is a leading commercial real estate services company, providing a full range of services to real estate occupiers, developers and investors on a local, national and international basis. Our UK business is headquartered in London, with over 1,300 specialists across 16 offices in the UK and Ireland.

Job Description: People Operations Administrator

The People Operations Administrator is responsible for accurate and timely transactional delivery across the employee lifecycle. This role provides first-line support, maintains People data and employee records, prepares standard documentation, and processes routine payroll and benefits activity. The Administrator works within agreed processes and service levels, escalating complex, sensitive, or non-standard matters to the People Operations Advisor or Manager.

Key Responsibilities

Employee Lifecycle Administration

• Process standard employee lifecycle transactions, including new starters, probation updates, leavers, transfers, promotions, contractual changes, family leave, absence administration, benefits changes, and employee data updates.
• Complete all activities accurately and on time, following approved processes, templates, controls, and service levels.
• Maintain trackers, checklists, and case records to ensure clarity on progress, ownership, and outstanding actions.
• Identify missing, inconsistent, or unusual information and escalate before processing where clarification or approval is required.
• Support general People Operations activities and assigned specialist workstreams, such as benefits administration, early careers, or other operational areas.

Employee and Manager Support

• Act as the first point of contact, providing factual guidance based on approved People policies, procedures, programmes, knowledge materials, and self-service guidance (People+ or Wellbeing+).
• Monitor and manage allocated queries through the UKHR Inbox, resolving routine enquiries within agreed service levels.
• Escalate complex, sensitive, exceptional, or non-standard matters to the People Operations Advisor or Manager.
• Maintain clear, accurate, and professional communications, and record all relevant actions within approved systems.
• Support a consistent, helpful, and employee-focused service across all interactions.

People Data, Systems, and Records

• Maintain accurate, complete, and confidential employee information across People systems, employee files, and related records.
• Complete routine data validation, audit checks, and corrective updates in line with agreed controls.
• Use People systems and case management tools correctly, adhering to access, security, data protection, and record retention requirements.
• Prepare standard reports, trackers, and data extracts according to agreed requirements and access permissions.
• Promptly escalate system issues, data discrepancies, or access concerns.

Employment Documentation

• Prepare standard employment documentation, including contracts, variation letters, and employee correspondence, using approved templates and instructions.
• Check documentation for accuracy, completeness, and required approvals before issuing.
• Refer complex, non-standard, or unclear documentation to the People Operations Advisor for review.
• Maintain templates and filing records according to document control and retention requirements.
• Support document audits and corrective actions where required.

Payroll and Benefits Administration

• Process routine payroll and benefits changes accurately and submit information within required deadlines.
• Support employee benefit enrolments, life events, routine queries, and day-to-day scheme administration, including assigned car scheme activity.
• Maintain supporting records and trackers, and provide information for checks, reconciliations, reporting, and audits.
• Escalate complex queries, exceptions, provider issues, or potential payroll risks to the People Operations Advisor or Manager.
• Follow agreed controls and do not process changes without the necessary information or approval.

Compliance, Improvement, and Projects

• Maintain tracking records and support compliance monitoring, audits, and statutory reporting requirements.
• Contribute to process reviews by identifying recurring issues, manual activity, and opportunities to improve employee experience or efficiency.
• Participate in system testing, data checks, and implementation activities, providing clear feedback on issues and user experience.
• Provide administrative and operational support to People projects and organizational change activities as assigned.
• Keep process notes and knowledge materials current for assigned activities and raise required updates with the Advisor or Manager.

Qualifications

Knowledge, Skills, and Experience

• Previous experience in People Operations, HR Administration, HR Shared Services, or People Services.
• Understanding of employee lifecycle administration, employment compliance requirements, and customer-focused service delivery.
• Experience using HR information systems, ideally SAP SuccessFactors, in conjunction with ticketing or case management systems.
• Strong organizational skills, meticulous attention to detail, and commitment to accurate data and documentation.
• Confident use of Microsoft Outlook, Excel, and Word.
• Ability to manage competing priorities and meet service level commitments.
• Clear written and verbal communication skills, and confidence in providing routine guidance.
• Ability to handle sensitive and confidential information with professionalism and discretion.
• Proactive and collaborative approach, with an interest in continuous improvement and problem-solving.