HR & Admin Specialist

Serviceplan Group Middle East; Jeddah, Makkah Al Mukarramah; On-site; USD 24,000 - 45,000; Full time

Job summary

A leading company in the Middle East is seeking an HR & Admin Officer to manage people relations and administrative tasks in Jeddah. The successful candidate will support HR functions, engage employees, ensure legal compliance, and contribute to various HR projects. The role demands excellent communication skills, a detail-oriented mindset, and proficiency in MS Office applications.

Qualifications

• Flawless skills in MS PowerPoint, Excel, and Word.
• Fluency in English and Arabic, both written and verbal.
• Excellent organization, planning, and attention to detail.

Responsibilities

• Support HR processes including recruitment and onboarding.
• Monitor employee attendance, manage HR documentation, and ensure compliance with KSA labor laws.
• Administer health insurance program and payroll processing.

Skills

Communication

Attention to Detail

Organizational Skills

Confidentiality

Flexibility

Tools

MS PowerPoint

Excel

Word

Job description

The HR & Admin Officer will be responsible for people relations and administrative tasks at Serviceplan Arabia. Covering the KSA market, the HR & Admin Officer will work closely with the HR Business Partner and the leadership team on delivering policies and procedures, cultivating employee engagement, HR administration and various other Admin and HR projects. The successful candidate will be passionate about people management and building winning teams. They will also have a solid understanding of HR principles and have the desire to develop their career within this field.

Core Responsibilities for this position:

• Support the HR Business Partner with day-to-day administrative tasks.
• Work closely with HR Business Partner/Talent Acquisition to process offers, and coordinate company inductions and onboarding of new joiners.
• Support the HR Business Partner with recruitment in terms of offer letters, scheduling in candidates with hiring managers and rejection emails.
• Assist with the implementation of and advise all departments on relevant HR policies & procedures while adhering to the relevant KSA Labor Law.
• Monitor and track employee probationary periods and report to the HR Business Partner.
• Monitor and track employee attendance and annual ticket records for expat employees and raise issues where necessary. Monitor and report other HR statistics to identify trends and raise concerns.
• Maintain and organize HR documentation ensuring that physical and digital records are complete and up to date for all employees.
• Maintain the KSA employee master sheet with all employee information.
• Responsible for all corporate travel/per diem disbursement.
• Responsible for the issuance and tracking of all exit/re-entry visas for all employees.
• Act as a custodian of the company values with HR and throughout the organization.
• Keep abreast with current development within the industry, and HR industry development.
• Support the HR Business Partner in maintaining the Saudization quota needed within the organization and advising on any changes if any.
• Review and stay up to date with employment and working conditions to ensure legal compliance as per KSA labor law.
• Provide support to the HR Business Partner on GOSI, KSA labor law and policies and procedures.
• Responsible for Bayzat (the company HR system) – ensuring all employees have access and are adequately using the system. Training all new joiners on how to use the system.
• Responsible for Teambox, timesheet extraction, and training new employees to use the system.
• Responsible for administering the health insurance program for all employees.
• Work closely with the HR Business Partner and finance team to make sure payroll is processed every month for all employees. Responsible for informing finance if there are any salary changes or bank detail changes for any employee.
• Responsible for employee reimbursements and making sure it is aligned with the company expense claims policy.
• Responsible for processing all visa deposit payments, employee medical tests, and visa cancellations/renewals and transfers.
• Responsible for renewal of all company documents such as Trade license, Establishment Card…etc.

• Responsible for the company Qiwa and GOSI platform website workings to generate salary certificates, apply for visas, track visas or do similar urgent tasks. Also responsible for ensuring the company GOSI is up to date and reflecting accurate information.
• Working closely with the HR Business Partner to cultivate employee engagement and other HR initiatives (surveys, trainings, wellness month, company events, … etc.).

The minimum requirements for this position:

• Flawless MS PowerPoint, Excel, Word skills, presentation skills.
• Excellent communication skills both verbal & written. Fluency in written and verbal business English and Arabic.
• Excellent organization, attention to detail, excellent planning and the ability to work independently.
• Enthusiasm and passion in a fast changing environment and business.
• Able to communicate effectively and work with a variety of people within the business.
• High level of confidentiality and the ability to professionally handle difficult situations.
• Flexible, adaptable & able to multi-task.
• Excellent knowledge on the KSA labour laws and regulations and GOSI.
• Self-motivated and works on own initiative.