About The Role

The HR & Office Operations Coordinator ensures the smooth and efficient running of the Middle East branch ( UAE, Qatar & KSA) by overseeing HR administration, office operations, financial coordination, and vendor management.

This role acts as the operational backbone of the Dubai office and future office in KSA, supporting employees throughout their lifecycle, ensuring compliance with UAE regulations, and maintaining structured and efficient day-to-day operations.

Key Responsibilities

HR Administration & Compliance

• Support employee onboarding and offboarding processes.
• Process and monitor visas, Emirates ID (EID), medical insurance, and renewals.
• Coordinate employee sponsorship and documentation with manpower agencies.
• Maintain accurate HR records and documentation.
• Support payroll coordination and ensure timely submission of required documentation.
• Ensure compliance with UAE labor law and internal company policies.
• Support workplace health & safety standards and emergency procedures.

Office Operations, Administration & Budget Coordination

• Oversee and administer daily office operations to ensure efficiency, organization, and a professional work environment.
• Act as the first point of contact for employees, visitors, and external partners.
• Coordinate meetings, appointments, and travel arrangements (subject to approval).
• Draft, proofread, and manage administrative documentation and correspondence.
• Maintain structured filing systems (electronic and physical) while ensuring confidentiality.
• Manage office supplies, equipment inventory, and cost-effective purchasing.
• Coordinate office maintenance, facilities management, and service providers.
• Ensure office cleanliness, orderliness, and compliance with workplace standards.
• Monitor and track office-related budgets and operational expenses.
• Manage accounts payable and recurring payments (rent, utilities, internet, service contracts, etc.).
• Process invoices and coordinate approvals and payments with HQ and vendors.
• Maintain accurate financial documentation and expense tracking records.

Vendor, Logistics & Cross-Functional Support

• Coordinate with suppliers, freight forwarders, and service providers for shipments and deliveries.
• Support logistics for meetings, events, and conferences.
• Provide administrative support to management as required.
• Act as backup for the Sales & Operations Coordinator when needed, ensuring operational continuity.

Reporting & collaboration

• Reports directly to HR Manager EMEA & Office Operations Coordinator EMEA.
• Works closely with:
• Finance (budgets, invoices, payments)
• Legal (contracts, compliance)
• Local office representatives and managers
• External vendors and authorities

Required Skills & Qualifications

• 5+ years of experience in HR administration, office operations, or similar roles.
• Bachelor’s degree in business administration, Human Resources, Accounting, or related field
• Strong knowledge of UAE labor law, visa processes, and employee sponsorship procedures.
• Experience handling accounts payable and expense tracking.
• Highly organized with strong multitasking capabilities.
• Fluent in English (mandatory).
• Proficient in MS Office and administrative systems.
• High level of discretion and ability to handle confidential information.
• Comfortable working in a fast-paced, international environment.

Compensation & Benefits

• Fix salary + Annual bonus, subject to personal & company target achievement from 80% onwards
• Private health insurance