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About the Role

You are the empathetic heartbeat and organisational anchor of the People and Talent team. At Koto, we believe our people do the best work of their lives when they are truly supported, and you are the one who builds the foundation for that to happen. Balancing deep discretion with a fast-paced, proactive drive, you turn complex HR logistics into seamless, human experiences. Managing priorities and communication within the People and Talent team, you bridge the gap between necessary administration, and cultural care, ensuring every person at Koto feels looked after.

Responsibilities

Own the onboarding journey, from gathering documentation and crafting Welcome Decks to coordinating tech setups.
Manage healthcare administration, assist with claims queries, and maintain HRIS and benefit platforms.
Track employee lifecycles, monitor probationary periods, and prepare progression or extension paperwork.
Handle employee exits by managing IT off-boarding, coordinating equipment return, and transitioning team members off platforms.
Administer payroll paperwork, manage digital personnel files, handle pension administration, and support annual salary reviews.
Draft official documentation including contracts, HR changes, tenancy, and employment references with confidentiality.
Serve as the organized point of contact for external talent, coordinating interviews and providing materials.
Administer the Applicant Tracking System (Teamtailor), including uploading roles, maintaining records, and ensuring GDPR compliance.
Assist with qualifying candidate applications and proactive headhunting.
Support the wider team with research, data reporting, and planning for Talent and People initiatives.
Support regional growth by learning about international contracts, benefits, and operational support.

Requirements

High attention to detail in drafting official documentation.
Absolute confidentiality across all sensitive discussions.

Skills

HRIS management
Benefit administration
Applicant Tracking System administration
GDPR compliance
Candidate qualification
Proactive headhunting
Research
Data reporting

Location

Global Koto studios

Work Type

Optional WFH day on Friday
Additional 20 days remote a year

Experience Level

Mid-level

Salary/Compensations

Discretionary annual bonus of up to 10% of salary

Benefits

Access to manager for personal development and career trajectory.
Performance rewards with promotions and pay increases.
Paid family leave, including significant paid maternity and paternity.
25 days holiday yearly, plus UK bank holidays, one additional holiday day per year (capped at 5), and studio closure between Christmas and New Year.
3% contribution to Scottish Widows pension scheme.
Private medical insurance via Vitality Health.
Monthly 'employee wellness' benefits package via Juno of £75.
Access to YCN and funding for relevant training opportunities.
Reward for five years of service: £5,000 and five days holiday.
Reward for ten years of service: £10,000 and four weeks holiday.
Opportunity to work from any of the five Koto studios globally.

About the Company

At Koto we encourage our team to be ‘rationally optimistic’ about the potential of our work, our clients, their businesses, and the power of brand.
We pursue the best briefs, want to inspire meaningful work, and for those interested provide an opportunity to make the work of their lives.
We are actively cultivating leadership, culture and spaces to encourage this.
We believe working in person with an optional WFH day on Friday, and an additional 20 days remote a year produces the best work, mentoring opportunities, collective learning and culture.
We encourage autonomy in each member of our team, allowing them to manage their own time, hours and personal commitments appropriately to complete work.

Equal Opportunity

Koto is an equal environment for all its employees.