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

• Supporting the administrative part of the new hire process (screening, contracts, updating of HR systems ZOHO and ASANA)
• 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
• Assisting in general administration like handling company accommodation if provided by company for the first few days, liaison with travel agents and making arrangements to pick & drop for staff at Airport or Medical center when necessary.
• Prepare the staff documents of Dubai Health Authority for Fitness Certificate needed for Labor Card and Visa stamping and all mandatory Authority certificates to be updated.
• 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.
• Ensure data accuracy of employee records and HR-related information, e.g. Vacations, Absence history and Payroll management.
• Overall handling ZOHO People responsibility as HRMS to create new accounts and to keep the staff details up-to-date in system.
• Follow -up of monthly staff overtime records and forwarding to the Manager HR & Admin for salary processing.
• Issuance of letters to staff like Employment letter, Increment letter, End of Service Experience certificate, Salary Certificate, Resignation Acceptance, Resignation withdrawal acceptance.
• Administration / coordination / Assistance in the processing of payroll, like monitoring the staff’s attendance record, absence, vacation & sick leave information.
• Providing written and verbal employment verifications for current & ex-employees.
• Organize HR events, seminar hall bookings and assisting in preparation of special events such as Year End Celebration and other office or company gatherings.
• Produce and submit reports on general HR activity on ad-hoc basis.
• Maintaining employee personnel files to ensure legal compliance & assisting with providing compliance in all areas of human resources.
• Performing checks, for the absence entries performed by Managers/Supervisors like, (Annual Leave, Sick Leave & Loss of Pay) in line with the finance team through ZOHO
• Any additional tasks or responsibilities as assigned by the Company management from time to time.