HR & Office Coordinator

La Bottega Collective is a global, multidisciplinary collective of guest experience curators, uniting La Bottega, Palatino, Beltrami, White Privé, Colosseo, and Vanity Group to deliver beauty, textiles, OS&E, and design solutions that shape the future of luxury hospitality. Guided by Italian heritage and built for the future of hospitality, we partner with the world's most visionary hoteliers, developers, and designers to shape the next era of luxury guest experiences.

Within this powerful collective, Vanity Group brings its signature obsession with beauty and innovation to the hotel landscape – elevating amenities from bathroom shelf staples to experiences that rival even the sweetest suite. Step into our house of beauty, where the world's most sought-after fashion, beauty, skincare, fine fragrance, lifestyle and spa brands come together with a signature dose of playful flair.

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WHO'S VANITY GROUP

We are a creative hub of innovative design, development, manufacturing, and marketing for the global hospitality industry.

We're the seed from which progressive fashion, beauty, fragrance and lifestyle brands grow, representing the world's most highly regarded global consumer retail brands including Jo Loves, Karl Lagerfeld, Hunter Lab, KEVIN.MURPHY, and Antipodes Nature to name a few.

Internationally renowned as the industry's best-in-class cosmetics hospitality partner, VANITY GROUP has offices in Singapore, Sydney, London, Shanghai and Dubai

*Please note that this position will commence in early January 2027*

POSITION SUMMARY

Reporting to the VP – SEA, the HR & Office Coordinator will assist and support the wider overall operations of the Asia region (excl China) with a focus on morning office set up, meet and greet of contractors, ordering of supplies, coordination of new and existing supplier meetings and end to end assistance with office social events. The role will also consist of supporting the VP – SEA with HR related functions such as scheduling interviews, screening possible candidates for roles internally at the company as well as organising inductions and contracts for new starters.

RESPONSIBILITIES

HR ASSISTANCE

• Carry end-to-end recruitment process from screening call all the way to official onboarding of new staff member.
• Maintaining JD's and all employee records for Asia region across relevant drives and platforms as required
• Carry out screening calls, schedule interviews and ensure that all interviews are diarised accordingly, with on the day availability to meet and greet all candidates.
• Manage Quarterly gifting and assist with annual wrap up requirements as needed.
• Manage birthdays and anniversaries as required with a clear structure of celebrating
• Gather items required for new starter boxes and set up as required
• Assist with all OH&S compliance and all in office sustainability initiatives as required

OFFICE ADMINISTRATION/ASSISTANCE

• Implement and carry out an AM & PM checklist for opening and closing the office
• Update and maintain LBC supplier list to ensure that details are kept current, and all logins work correctly.
• Update and maintain LBC Service Agreements for all suppliers to ensure contract dates don't lapse and are updated accordingly
• Assist in ordering supplies/groceries required for office events.
• Carry out research for external events in line with P&C as required for external venue hire, catering needs (eg Christmas Party)
• Assist with the office/staff event activations as required.
• Assist VP with budgets and forecasting requirements as required but in particular with new financial year
• Implement automatic ordering where possible.

KITCHEN SETUP/EVENT PREPERATION

• Set up Snack Bar regularly and arrange simple catering for external and internal gatherings.
• Welcoming guest upon arrival for staff meetings making tea/coffee/water etc and pre ordering catering where necessary.
• Assist VP with external staff events. This includes communication with external venues and ensuring a smooth and enjoyable work event.

STAKEHOLDER MANAGEMENT

• Maintain a high level of professionalism and motivational spirit with stakeholders at all times
• Working and collaborating with cross-functional teams to achieve outcomes and meet deadlines
• Manage upwards, articulating delays/roadblocks to senior management with a solution-focused approach
• Lead through the Company's values, coaching, supporting, and providing feedback to the team when required

ABOUT YOU

• Previous experience in a similar role is desirable
• Relevant administrative experience
• MS Office and Outlook skills with the ability to place all meetings and events in diary invites to relevant parties involved
• Carry out positive relationships with all internal and external stakeholders (office staff, delivery drivers, contractors etc)
• Strong interpersonal and communication skills
• Working and collaborating with cross functional teams to achieve outcomes and meet deadlines
• A huge focus on attention to detail and ability to multitask by completing tasks in their entirety.
• Showing proactivity with various ad hoc tasks across various departments in particular relating to office clean ups and events

VANITY GROUP PERKS

• Generous discounts & gifts from inhouse and partner skincare and haircare brands including APPELLES and KEVIN.MURPHY
• Discounts with VANITY GROUP hotel partners locally and internationally including Far East Hospitality and Park Royal Collections and more
• Birthday leave to celebrate your special day
• 10% off discount with premium fitness partner Virgin Active
• Recommend friend and family bonus scheme worth up to $1000AUD