HR & Admin Coordinator

The HR & Admin Coordinator is responsible for supporting the human resources and administrative functions of the company. This includes assisting with employee relations, payroll processing, recruitment, benefits management, and handling day-to-day administrative tasks such as office organization, supplies, and maintaining records. The coordinator plays a vital role in ensuring smooth HR operations and administrative processes.

Responsibilities:

1. Supporting the administrative part of the new hire process (screening, contracts, updating of HR systems ZOHO and ASANA).
2. Helping out where necessary during the pre-boarding and on-boarding of employees, i.e. staying in touch with them, answering their questions, sending them relevant material, and so on.
3. Assisting in general administration like handling company accommodation if provided by the company for the first few days, liaison with travel agents, and making arrangements to pick & drop staff at the Airport or Medical center when necessary.
4. Preparing the staff documents for Dubai Health Authority for Fitness Certificate needed for Labor Card and Visa stamping and all mandatory Authority certificates to be updated.
5. Coordinating with PRO to make the renewal of staff’s Visas, Labor Contracts, Emirates ID, and Cancellation of these, and assisting for the issuance and submission of passports.
6. Ensuring data accuracy of employee records and HR-related information, e.g. Vacations, Absence history, and Payroll management.
7. Overall handling ZOHO People responsibility as HRMS to create new accounts and keep the staff details up-to-date in the system.
8. Following up on monthly staff overtime records and forwarding them to the Manager HR & Admin for salary processing.
9. Issuing letters to staff like Employment letter, Increment letter, End of Service Experience certificate, Salary Certificate, Resignation Acceptance, and Resignation withdrawal acceptance.
10. Administration, coordination, and assistance in the processing of payroll, like monitoring the staff’s attendance record, absence, vacation, & sick leave information.
11. Providing written and verbal employment verifications for current & ex-employees.
12. Organizing HR events, seminar hall bookings, and assisting in the preparation of special events such as Year End Celebration and other office or company gatherings.
13. Producing and submitting reports on general HR activity on an ad-hoc basis.
14. Maintaining employee personnel files to ensure legal compliance & assisting with providing compliance in all areas of human resources.
15. Performing checks for the absence entries performed by Managers/Supervisors (Annual Leave, Sick Leave & Loss of Pay) in line with the finance team through ZOHO.
16. Any additional tasks or responsibilities as assigned by the Company management from time to time.