People and Office Co-ordinator
Definely
We're looking for a highly organised and proactive People & Office Coordinator to play a key role in supporting our growing team and maintaining a smooth, efficient, and welcoming workplace. This role sits at the heart of our operations and People team ensuring the office runs seamlessly, supporting the People function across the employee lifecycle, and helping deliver an exceptional candidate and hiring manager experience.
This is an ideal role for someone with a strong sense of ownership, attention to detail, and a passion for people, culture, and operational excellence.
Key Responsibilities:
People Operations Support
Assist with the onboarding and offboarding process, including scheduling, document collection, and system updates.
Maintain and update employee records in our HRIS, ensuring accuracy and confidentiality.
Respond to basic employee queries on policies, processes, and benefits.
Help with internal communications and the coordination of company-wide initiatives (e.g. engagement surveys, learning & development sessions, DEI activities).
Support People team reporting and data hygiene.
Office Coordination
Manage the day-to-day running of the office, including supplies, equipment, post, meeting room bookings, and general tidiness.
Liaise with building management and external vendors for maintenance, cleaning, and deliveries.
Coordinate in-office and offsite events (e.g. all-hands, team socials, leadership retreats).
Support new hire desk and equipment set-up and help coordinate office moves or seating plans.
Oversee compliance with health & safety policies and office risk assessments.
Talent Coordination
Own the scheduling of candidate interviews, working closely with hiring managers and recruiters to ensure a smooth process.
Manage and update our Applicant Tracking System (Ashby), keeping candidate records accurate and up to date.
Post job ads across multiple platforms and support employer brand initiatives (e.g. social posts, careers page updates).
Communicate with candidates in a timely and professional manner to provide a great candidate experience.
Track hiring progress and support reporting on pipeline and time-to-hire metrics.
What We’re Looking For
1–2 years of experience in a people, talent, or office coordination role.
Exceptional organisational and multitasking skills, with a keen eye for detail.
Friendly, approachable, and helpful, someone who enjoys supporting others.
Excellent written and verbal communication skills.
Comfortable using tools such as Google Workspace, Slack, Notion, and systems like an ATS (Ashby) or HRIS (e.g. HiBob, Personio).
Discreet and trustworthy with sensitive or confidential information.
Nice to Have
Experience in a fast-paced or scaling company environment.
Exposure to recruitment coordination or employer branding.
Interest in growing a career in People Ops or Talent.
What we can offer you:
Competitive Salary – We offer a highly competitive salary that reflects your skills, experience, and contributions.
Impact & Growth – Join a fast-growing startup where your ideas matter; experiment, innovate, and see your work come to life.
High-Performance Culture – Work in a truly meritocratic environment alongside ambitious, driven professionals who push each other to excel.
Prestigious Partnerships – Collaborate with some of the world’s top law firms, financial institutions, and multinational corporations.
Ongoing Learning & Development – Access top-tier training, mentorship, and continuous support to advance your career.
Time Off – Enjoy 25 days of holiday per year, plus UK bank holidays, to recharge and unwind.
Pension Plan – Secure your future with our competitive pension scheme.
Flexible Working – Work in a way that suits your lifestyle, with the freedom to balance professional and personal priorities.
Enhanced Parental Leave – We support working parents with generous parental leave policies that go far beyond statutory requirements.
Top-Quality Equipment – Get the tools you need to perform at your best, from cutting-edge tech to ergonomic office setups.
Travel (both domestic and international) may be required.
About Definely
At Definely, we’re on a mission to simplify the way legal professionals access and understand complex information in legal documents. Trusted by a global community of customers, our LegalTech solutions integrate seamlessly into lawyers' daily workflows, making it easier to draft, review and navigate even the most complex contracts.
Our products provide instant access to essential information, enabling legal teams to review clauses and provisions in context, reduce risk and work more efficiently – all without disrupting their flow. At Definely, we’re dedicated to solving real challenges faced by legal professionals.
Joining Definely means becoming part of a forward-thinking, collaborative team that prioritises innovation and people. We create a supportive environment driven by a shared commitment to connection, growth and success.
Recognised in the top 25 of Deloitte's prestigious UK Technology Fast50 in 2023 and backed by Microsoft, Google and Octopus Ventures, we’re trusted by leading law firms and in-house legal teams, including A&O Shearman, Dentons, Deloitte, and Barclays, to streamline their workflows and mitigate risks.
Data Privacy Notice
By submitting your application, you agree that DEFEYENE LEGAL SOLUTIONS LIMITED ('Definely') may collect, process, and store your personal data as part of our recruitment process. We will use the information you provide to assess your qualifications for the role you are applying for and to communicate with you regarding your application.Your personal data will be stored for up to 12 months, after which it will be securely deleted unless we have another lawful basis to retain it. You have the right to access, correct, or request the deletion of your data at any time.For more details on how we handle your personal data and your rights, please send us an email to hr@definely.com and we will send your our privacy policy.
If you have any concerns about how your data is being processed, please do not hesitate to contact us.