Administrative And HR Coordinator

ApplyMint; Dubai; On-site; AED 120,000 - 160,000; Full time

Job summary

ApplyMint in Dubai seeks an experienced Administrative & HR coordinator to organize a new office, manage contracts, and handle immigration and payroll tasks for UAE-based staff.

You will work with vendors, process residency visas, Emirates IDs, and medical insurance, while ensuring compliance with freezone rules and local laws. Fluent Russian and English are required, with strong MS Office/Google Workspace and AI tool proficiency.

Qualifications

• 3+ years of UAE experience in admin/HR roles.
• Experience with UAE immigration and residency processes.
• Knowledge of freezones and hiring requirements.
• Experience with medical insurance in UAE.
• Fluent Russian and English, written and spoken.

Responsibilities

• Organize and run a new office, sourcing premises.
• Manage procurement of furniture, stationery, and consumables.
• Maintain office space, equipment, and repairs.
• Cooperate with suppliers and contractors, service agreements.
• Set up document management and archiving.
• Coordinate courier services and workstation setup.
• Liaise with landlord on renovations and utilities.
• Use AI tools to speed up documents, translations, analytics.

Skills

Office management

Bilingual English/Russian

MS Office / Google Workspace

AI tools usage

Tools

WPS/SIF payroll

Job description

Administrative

• Organizing the operation of a new office, including sourcing the premises;
• Purchasing furniture, stationery, and consumables;
• Maintaining the office space and equipment — ensuring office appliances, furniture, lighting, air conditioning and ventilation systems are in working order; arranging repairs, maintenance, and replacements when necessary;
• Working with suppliers and contractors — concluding service agreements (cleaning, internet, utilities, equipment repair, etc.) and monitoring their fulfillment;
• Setting up the office document management system and keeping both paper and electronic files in order;
• Coordinating with courier services (letters, parcels);
• Preparing workstations for employees, including purchasing the necessary equipment and providing everything required for work;
• Liaising with the landlord on operational matters — approving redevelopments and renovation works, resolving utility issues, etc.;
• Using AI tools (not just ChatGPT) to speed up the preparation of documents, templates, translations, analytics, and information searches.

HR

• Drafting employment contracts for resident and non-resident employees in line with local legislation requirements and freezone policies;
• Handling migration paperwork, residency visas, and Emirates ID; monitoring validity periods and ensuring timely renewals;
• Arranging medical insurance for employees;
• Managing monthly employee salary payments, including preparing and submitting WPS/SIF files, maintaining employee payroll details, and processing salary transfers through the company's business bank account;
• Monitoring changes in UAE labor, immigration, and tax regulations; promptly informing management and adjusting processes accordingly.

Requirements

• 3+ years of experience in the UAE (preferably in a freezone) in similar roles;
• Knowledge of immigration and HR processes — hands‑on experience in obtaining residency visas and Emirates ID, understanding of timelines, document requirements, and specifics for non‑residents;
• Understanding of freezones — knowledge of the specifics of different freezones (hiring requirements, limits, reporting, procedures);
• Experience with immigration tracking systems, advanced proficiency in MS Office / Google Workspace, and confident use of AI tools to solve work tasks;
• Experience with medical insurance in the UAE and understanding of the insurance market;
• Fluent Russian and English (spoken and written), with polished business correspondence skills;
• Ability to build relationships with employees at different levels, contractors, and landlords;
• Ability to prioritize, work in a multitasking environment, attention to detail, and willingness to take responsibility for results;
• A plus: established contacts with service providers in Dubai (visa centers, insurance companies, courier services, office equipment suppliers).