Human Resources Coordinator

Confidential Careers; Dubai; On-site; AED 56,000 - 89,000; Full time

Job summary

Confidential Careers seeks an HR Coordinator in Dubai to support end-to-end HR operations, including recruitment, onboarding, attendance and payroll administration, visa processing, and benefits management. You will ensure accurate HR records, timely processing of services, and compliance with UAE labour and immigration requirements.

Responsibilities include screening CVs, coordinating interviews, handling joining documentation, managing attendance, payroll inputs, and visa applications in

Qualifications

• Experience in full-cycle recruitment and onboarding processes.
• Ability to manage attendance, payroll inputs, and leave records.
• Familiarity with UAE labour and immigration requirements.
• Strong documentation and record-keeping in HR systems.

Responsibilities

• Screen CVs and shortlist candidates; coordinate interviews with hiring managers.
• Coordinate joining formalities, onboarding documentation, and system access.
• Monitor attendance and prepare payroll inputs monthly in coordination with Finance.
• Process visa applications, renewals, and related documents with relevant authorities.
• Handle employee benefits, insurance, and records management.
• Support employee relations, grievances, and investigations as needed.
• Coordinate transport, travel, and other employee services.
• Maintain HR documentation, trackers, and compliance with policies.

Skills

Recruitment

Onboarding

Payroll

Visa processing

Employee relations

Attendance tracking

HR documentation

Education

Bachelor's degree in HR / related field

Tools

HRIS

Payroll software

GDRFA portal

Job description

The HR Coordinator is responsible for supporting end-to-end HR operations, including recruitment, onboarding, attendance and payroll administration, employee benefits, visa processing, employee relations, transportation, travel coordination, workplace incident management, and employee documentation. The role ensures accurate HR records, timely processing of employee services, and compliance with company policies and applicable UAE labour and immigration requirements.

1. Recruitment and Onboarding

• Screen CVs and shortlist candidates based on approved job requirements.
• Coordinate interviews between candidates and hiring managers.
• Prepare offer letters, job descriptions, joining instructions, and onboarding documentation.
• Verify employee documents and facilitate joining formalities and induction programmes.
• Maintain recruitment trackers and candidate databases.
• Coordinate with relevant departments to ensure workplace, system access, accommodation, transportation, and other joining requirements are completed.

2. Offboarding and Exit Formalities

• Coordinate the end-to-end employee separation process, including notice-period tracking, clearance, exit interviews, final settlement inputs, and visa cancellation.
• Ensure exit documents are completed and employee records are updated in the HR system.
• Liaise with IT, Finance, Operations, and other departments for access deactivation, asset clearance, and final dues.
• Coordinate repatriation travel arrangements where applicable.

3. Attendance and Payroll Administration

• Monitor and maintain daily attendance records for factory, farm, logistics, and office employees.
• Collate and validate attendance, shift rosters, overtime, leave, and absenteeism data from biometric and attendance systems.
• Coordinate with department supervisors to verify absences, sick leave, annual leave, weekly offs, and overtime records.
• Prepare monthly attendance summaries and payroll inputs within established timelines.
• Ensure payroll data is accurately entered, reviewed, and submitted to Finance.
• Monitor leave balances and absenteeism trends and prepare related MIS reports.
• Support payroll reconciliation and resolution of attendance or salary-related discrepancies.

4. Visa and Immigration Services

• Coordinate employee visa applications, renewals, cancellations, status changes, and related processes through GDRFA and other government portals.
• Liaise with the PRO and relevant authorities for labour permits, medical fitness tests, Emirates ID, residence visas, and visa stamping.
• Maintain an accurate visa and document expiry tracker and initiate renewals within the required timelines.
• Coordinate with typing centres, medical centres, and photography studios for visa-related requirements.
• Ensure compliance with applicable UAE labour and immigration requirements.

5. Employee Benefits and Insurance

• Manage employee additions, deletions, amendments, and renewals under medical and Workmen’s Compensation insurance policies.
• Administer ILOE registration and compliance for eligible employees.
• Coordinate employee insurance claims with insurers, TPAs, and insurance brokers.
• Follow up on claim documentation and settlements.
• Track insurance policy validity and coordinate timely renewals.
• Manage Occupational Health Card issuance and renewals for eligible food-handling employees.

6. Employee Relations and Grievances

• Act as the first point of contact for employee queries, concerns, and grievances.
• Record employee concerns and maintain appropriate documentation and confidentiality.
• Resolve routine employee matters and elevate unresolved or sensitive cases to the reporting manager.
• Assist in workplace investigations involving misconduct, grievances, incidents, or policy violations.
• Support employee communication, disciplinary processes, and implementation of corrective actions.

7. Employee Transportation

• Coordinate daily employee transportation for farm, plant, logistics, accommodation, and office shifts.
• Plan transport routes and schedules based on operational and shift requirements.
• Coordinate with drivers and transport service providers and monitor adherence to agreed service standards.
• Address transportation complaints, route disruptions, delays, and emergency requirements.
• Arrange employee pick-up and drop-off for annual leave, airport transfers, medical appointments, visa processing, and special assignments.

8. Travel and Air Ticketing

• Arrange air tickets for annual leave, emergency leave, onboarding, repatriation, and business travel.
• Coordinate with travel agencies and obtain suitable travel options in accordance with company policy.
• Maintain accurate records of employee air-ticket entitlements and utilisation.
• Support preparation of travel documents, approvals, and related employee communications.

9. Training and Employee Engagement

• Coordinate training programmes based on the annual training calendar and departmental requirements.
• Liaise with trainers, employees, and department representatives regarding schedules and attendance.
• Maintain training attendance, evaluation forms, certificates, and related records.
• Support employee engagement, welfare, awareness, and communication activities.
• Assist with HR projects, policy updates, employee events, and other organisational initiatives.

10. Workplace Incident and Accident Management

• Record and report workplace incidents and accidents in accordance with company procedures.
• Coordinate with the HSE team, department representatives, medical providers, and insurers.
• Prepare and submit supporting documents for Workmen’s Compensation and other applicable claims.
• Maintain accurate incident and accident registers for management reporting and compliance audits.
• Follow up on corrective actions and required documentation.

11. HR Documentation and Systems

• Maintain complete and up-to-date employee personal files in both physical and electronic formats.
• Update employee information in the HR system accurately and promptly.
• Ensure contracts, offer letters, renewals, approvals, insurance documents, visa records, and employee correspondence are properly filed.
• Maintain HR trackers, registers, templates, forms, and document-control records.
• Generate HR reports and provide documentation required for internal and external audits.
• Ensure employee information is handled securely and confidentially.

12. Finance and Administrative Coordination

• Coordinate with Finance regarding payroll transfers, final settlements, reimbursements, employee advances, and HR-related vendor payments.
• Submit accurate expense reports, supporting documents, and reconciliations within prescribed timelines.
• Manage HR petty cash for approved employee expenses, welfare activities, and operational requirements.
• Coordinate the submission and collection of documents from external offices, government authorities, service providers, and other relevant parties.
• Provide general administrative and operational support to the HR department.

13. General HR Support

• Respond to routine employee enquiries regarding policies, benefits, leave, attendance, payroll, visas, and HR services.
• Support implementation and communication of HR policies, procedures, and management directives.
• Assist with HR audits, compliance reviews, workforce reports, and management information.
• Perform other HR and administrative duties assigned by the reporting manager.

Key Performance Indicators

• Attendance and payroll input accuracy
• Timely submission of monthly payroll data
• Recruitment and interview coordination turnaround time
• Completion of onboarding and induction formalities
• Timely completion of employee offboarding and clearance
• Visa, Emirates ID, medical, and labour permit renewal compliance
• Medical insurance, Workmen’s Compensation, ILOE, and OHC administration
• Accuracy and completeness of employee records and HR system updates
• Timely handling and escalation of employee grievances
• Employee transportation schedule adherence and issue resolution
• Timely and policy-compliant travel and air-ticket arrangements
• Training and employee engagement activity completion
• Timely reporting and documentation of workplace incidents and accidents
• Accuracy and timely reconciliation of HR petty cash and employee expenses
• Compliance with HR policies, UAE labour requirements, and audit standards