HR Coordinator

It also includes supporting a diverse workforce comprising office-based employees, site/project-based staff, freelance personnel, and remote employees, requiring effective coordination across different working arrangements and locations.

The ideal candidate will have hands on experience in UAE-HR operations, including recruitment coordination, onboarding and offboarding, attendance and leave management, visa and medical insurance coordination, payroll inputs, and employee engagement activities.

Responsibilities:

The HR Coordinator will be responsible for the following:

1. HR Operations and Employee Lifecycle

1. Coordinate employee onboarding and offboarding, including employment documentation, orientation, clearance procedures, and exit formalities.
2. Maintain employee records, contracts, personnel files, and HR documentation in both digital and physical formats.
3. Monitor employee attendance, leave applications, and leave balance records across office-based, site/project-based, freelance, and remote working arrangements, as applicable.
4. Track employee document expiry dates, including passports, visas, Emirates IDs, and other relevant documents, and follow up on renewals.
5. Prepare standard HR letters and documents, including salary certificates, No Objection Certificates (NOCs), employment confirmations, and experience letters.
6. Ensure employee information is updated accurately in the HR management system.
7. Coordinate routine HR requirements across the Dubai Office and AUH Branch, ensuring consistency in employee documentation, records, and HR processes.

2. Recruitment and Hiring Coordination

1. Coordinate the end-to-end recruitment process, from job posting and candidate screening to interview scheduling, offer issuance, and pre-joining formalities.
2. Create, publish, and manage job postings through recruitment platforms such as Workable, ensuring job descriptions and vacancy details are accurate and up to date.
3. Review incoming CVs, screen candidates against role requirements, shortlist suitable profiles, and coordinate with hiring managers on candidate selection.
4. Schedule interviews, coordinate with candidates and interviewers, manage calendars, and follow up on interview feedback and hiring decisions.
5. Prepare and coordinate offer letters and employment documentation for selected candidates, ensuring details are accurate and approvals are obtained before issuance.
6. Coordinate pre-joining documentation, including collection and verification of required personal documents, certificates, and other relevant information.
7. Maintain recruitment trackers and candidate records, monitor hiring progress, and provide regular updates to the Director and relevant hiring managers.
8. Ensure timely communication with candidates throughout the recruitment process and maintain a professional candidate experience.

3. HR Administration and Compliance

1. Coordinate employment visa applications, renewals, cancellations, work permits, Emirates IDs, and medical fitness procedures in collaboration with the PRO.
2. Coordinate employee medical insurance enrolments, deletions, renewals, and policy updates with insurance providers.
3. Maintain records and track relevant requirements relating to MOHRE, employment contracts, applicable UAE labour regulations, mandatory ILOE enrolment, and relevant KSA requirements where applicable.
4. Monitor relevant deadlines and ensure documentation is prepared and submitted to the appropriate parties on time.
5. Assist with the preparation of documents and information required for labour-related queries, official notices, or employee complaints, escalating sensitive matters to the Director or relevant specialist.

4. Payroll and attendance coordination

1. Compile and verify monthly attendance, approved leaves, overtime, and other applicable payroll inputs.
2. Coordinate with the Finance team to ensure accurate and timely submission of payroll information.
3. Maintain supporting records for salary adjustments, deductions, and other approved employee-related changes.
4. Assist with payroll queries and employee requests relating to payslips and salary documentation.
5. Coordinate attendance and payroll-related information across different employee categories and working arrangements, ensuring that applicable records are complete and submitted within the agreed timelines.

5. Employee Relations and Engagement

1. Act as a point of contact for routine employee HR queries and provide timely guidance on HR processes and company policies.
2. Document employee concerns and grievances objectively and escalate sensitive or complex matters to the Director.
3. Coordinate employee engagement initiatives, internal celebrations, wellness activities, and company events.
4. Prepare and circulate internal HR communications, announcements, public holiday updates, and policy notifications.
5. Support employee induction and ensure new joiners are familiar with relevant company policies and procedures.
6. Maintain effective communication with employees across office, site/project, freelance, and remote working arrangements, as applicable.

6. Training, Policies and General Administration

1. Coordinate internal and external training sessions, maintain training records, and follow up on employee development activities.
2. Maintain and update HR policies, standard operating procedures, employee handbooks, and related documentation as directed.
3. Maintain strict confidentiality of employee information and ensure HR records are handled securely.
4. Perform other HR and administrative duties relevant to the role as required.

Desired Candidate Profile

1. Education: Bachelor's degree in Human Resources, Business Administration, or a related field.
2. Experience: 3 4 years of hands-on HR operational experience in the UAE.
3. UAE Labour Knowledge: Good working knowledge of UAE labour regulations, MOHRE processes, employment documentation, ILOE, and relevant mainland/free-zone procedures. Familiarity with KSA labour regulations is an advantage where applicable.
4. HR Systems: Familiarity with HR management platforms such as Zoho People, Bayzat, BambooHR, or similar systems. Experience using recruitment platforms such as Workable is preferred.
5. Recruitment Coordination: Practical experience coordinating the recruitment lifecycle, including job postings, CV screening, interview scheduling, offer letters, and pre-joining documentation.
6. Technical Skills: Good understanding of AI tools and emerging technologies, with the ability to explore and apply AI solutions to improve work processes, productivity, and problem-solving. Familiarity with digital tools, online platforms, and data analysis, along with a willingness to learn and adapt to new technologies. Working knowledge of MS Office and Excel is required.
7. Communication: Excellent written and verbal communication skills in English.
8. Professional Attributes: Strong organizational skills, attention to detail, confidentiality, follow-up, problem-solving, and the ability to manage multiple HR tasks independently.
9. Coordination Skills: Ability to coordinate HR activities across multiple locations and different workforce arrangements, including office-based, site/project-based, freelance, and remote personnel.