Administrative & HR Coordinator

Sunshine Group; Dubai; On-site; AED 89,000 - 156,000; Full time

Job summary

Sunshine Group in Dubai seeks a proactive Office & HR Coordinator to organise the operation of a new office, oversee premises, procurement, contracts, and facilities management.

You will handle immigration paperwork, residency visas, Emirates ID, medical insurance, payroll processing, and compliance with UAE freezone policies, while using AI tools to speed up documents and searches.

Qualifications

• 3+ years of UAE experience in similar roles, preferably in a freezone.
• Knowledge of immigration and residency visas, Emirates ID processes.
• Understanding of UAE freezones and hiring requirements.
• Experience with immigration tracking systems and payroll basics.
• Fluent Russian and English with strong business writing.
• Ability to build relationships with employees, contractors, and landlords.

Responsibilities

• Organize operation of a new office and source premises.
• Purchase furniture, stationery, and consumables.
• Maintain office space and equipment; arrange repairs and replacements.
• Negotiate service agreements with suppliers and contractors.
• Set up document management and filing systems (paper and electronic).
• Coordinate with courier services and prepare workstations for staff.
• Liaise with landlord on renovations and utility issues.
• Use AI tools to speed up document preparation, translations, analytics, and information searches.

Skills

Russian language

English language

Communication

Multitasking

Attention to detail

Tools

MS Office

Google Workspace

AI tools

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).