The posting
A bit about the role:
The HR & Office Administrator is responsible for providing the workplace and administrative coordination required to keep the Prague office running smoothly and support a positive employee experience. The role divides its time between office operations and HR administration as needed. This is a junior specialist position suited to a highly organised, Czech-speaking professional who takes pride in getting the details right and handles employee information with utmost confidentiality. The position is responsible for the day-to-day running of the office, including building access, key management, meeting spaces, and relationships with the workspace provider. As part of the People team the position also supports with the coordination of processes related to onboarding, events, engagement activities, and compliance/training requirements.
Key Responsibilities & Deliverables
- Act as the primary contact for office-related matters, including liaison with the workspace provider, keeping needed materials on-hand, to ensure the Prague office runs smoothly.
- Administer meeting room, desk, and parking bookings, including tracking costs associated with booking additional space.
- Manage office access including issuing, recovering, and keeping accurate records of access credentials such as fobs or keys.
- Coordinate employee engagement activities and logistics that support team events, including monthly birthday celebrations, welcome meals, and seasonal gatherings.
- Process purchase requisitions, purchase orders, and invoices for all office and event expenses, from office supplies to catering, accurately and on time in line with company procedures.
- Maintain accurate and confidential employee records and HR documentation.
- Coordinate onboarding and offboarding logistics, from first-day arrangements to office access.
- Track local mandatory training (BOZP and PO) and maintain OHS records.
- Contribute to broader team and business priorities as needed.
- Promote sustainable thinking and responsible business practices in daily activities.
- Champion the HX Spirit and support a collaborative, inclusive, and people-focused culture.
Requirements
- Fluency in English and Czech is required.
- Minimum of 1-2 years’ experience in office administration, HR administration, or comparable role requiring coordination and attention to detail.
- Experience in a people-facing role, such as front-of-house hospitality, or employee support, with the confidence to engage colleagues at all levels while maintaining professional boundaries.
- Proven ability to handle confidential employee information with professionalism and discretion.
- Experience processing purchase requisitions, purchase orders, or invoices beneficial but not required.
- Working knowledge of basic Czech employment documentation beneficial but not required.
- Tech-forward and adaptable, with a proven ability to quickly learn new systems.
- Proficiency in MS Office applications including Outlook, PowerPoint, Word, and Excel.
- Experience working in, or a strong interest in, a multi-national organisation with a global guest mix.
Key Personal Attributes / Behavioural Competencies
- Safety and Compliance minded for yourself and others.
- High degree of personal integrity and honesty.
- Excited to work in a hybrid work environment to leverage time in person with colleagues across the business.
- Passionate about inclusion and belonging. You take pride in bringing people and different perspectives together to promote a diverse and inclusive workplace.
- Clear and effective communication with internal and external stakeholders.
- Ability to manage execution and competing demands.
- Ability to adapt to change in a positive, productive manner.
- Service-oriented and helpful approach.
- Strong organisation, coordination, and follow-through.
- Attention to detail and commitment to accuracy.
- Positive, flexible, and proactive attitude.
- Effective communication with internal and external stakeholders.
- Collaborative mindset and ability to build positive working relationships.
- Professionalism, discretion, and confidentiality at all times.
Things to consider:
We offer 25 days of annual leave, meal allowance, Multisport card contribution, a Mental Health Program, and a hybrid working model (3 days in the office, 2 days working from home). Employees also benefit from our Friends & Family program, which includes two cabins per year to travel to any of our destinations.
