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 the company for the first few days, liaison with travel agents, and making arrangements to pick & drop for staff at the 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 the 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 an 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.

• Bachelor’s degree in Human Resources, Business Administration, or related field.
• Experience in working in a similar role as HR and Admin Coordinator for at least 2-3 years preferably with UAE work experience.
• Knowledge of visa processing and ability to coordinate and track progress.
• Payroll support experience.
• Zoho Application knowledge is highly preferred.
• Knowledge of labor laws and regulations is a plus.
• Knowledge or background in using Attendance Tracking Systems.
• Systematic, meticulous & organized individual able to work independently and as part of a team.
• Must have good working knowledge w.r.t. MS Excel, MS Word & PowerPoint presentations; working knowledge of Zoho people software is a plus.
• Professionalism and discretion in handling sensitive and confidential employee information.
• Proactive and eager to take on new challenges.
• Good communication & strong interpersonal skills.
• Strong organizational skills and attention to detail.

• Competitive Salary: Competitive salary package commensurate with qualifications and experience.
• F&B Discount: 50% discount at the club's café "The DOSE By Silvena" for all food and beverages items produced in house.
• Full Access to SEVEN's Club & Classes: Full access to SEVEN's facilities and a wide range of fitness classes.
• UAE Employment benefits:
• UAE Visa for 2 years.
• Medical insurance coverage.
• 30 days of annual leave.
• Yearly flight tickets to home country.