HR Coordination & Documentation Specialist

Iduast company; Dammam; On-site; SAR 60,000 - 120,000; Full time

Job summary

Iduast company is seeking an HR Documentation Specialist in Saudi Arabia to manage multinational staff records, ensure compliance with Saudi retention rules, and support onboarding, transfers, and contract renewals. You will maintain both physical and electronic files, update contracts and visa documents, and assist with labor inspections.

The role requires a college degree in HR or administration and 3 years of hands-on HR documentation experience; English proficiency is essential.

Qualifications

• 3 years of hands-on HR documentation and operations.
• Experience managing multinational employee files.
• Understanding of Saudi retention and inspection requirements.
• Familiar with full hire, transfer, and resignation workflows.

Responsibilities

• Establish, update, file and store personnel files for multinational staff, including contracts, visa documents, onboarding materials, and termination documents.
• Coordinate HR processes like onboarding, confirmations, transfers, renewals and terminations; monitor milestones.
• Maintain employee data on Qiwa and GOSI, ensuring consistency with physical files.
• Conduct regular file inventories and ensure confidentiality and retention compliance.
• Respond to HR inquiries and provide documentation during labor inspections.
• Maintain personnel information ledger and generate basic HR statistics.
• Perform other HR coordination tasks as assigned.

Skills

Document management

HR operations

Cross-department coordination

Confidentiality

Data systems (Qiwa/GOSI)

Multinational staff handling

English proficiency

Education

College degree in Human Resources or Administration

HR certificates preferred

Tools

Qiwa

GOSI

HR Information System

Job description

3.1 Employee file management: Establish, update, file and store physical & electronic personnel files for multinational staff, including employment contracts, visa documents, onboarding materials, performance records, payroll vouchers and termination documents, meet Saudi labor inspection requirements.

3.2 HR process coordination: Support departments on document circulation for onboarding, confirmation, transfer, contract renewal and contract termination, follow process milestones and update file information timely.

3.3 Local system maintenance: Maintain employee data on Qiwa and GOSI systems, ensure consistency between system entries and physical files.

3.4 File compliance control: Conduct regular file inventory, complete missing documents; implement file confidentiality and borrowing management in accordance with Saudi legal retention requirements.

3.5 Internal & external HR support: Respond to employee HR enquiries from internal departments; provide documentation during labor inspections by Saudi authorities.

3.6 HR ledger maintenance: Maintain personnel information ledger, count personnel movement and generate basic HR statistical reports.

3.7 Perform other HR coordination and documentation tasks assigned by superior.

4.1 Education Background

College degree or above in Human Resources or Administration; HRrelated certificates preferred; Proficient English for reading, writing and communication.

4.2 Work Experience Requirements:

Minimum 3year handson experience in HR documentation and HR operations;

experience managing multinational employee files;

understanding of Saudi employment document retention and inspection requirements;

familiar with full hiretransferresignation workflow.

4.3 Knowledge, Skills and Abilities

Understand Saudi legal requirements for HR documentation; detailoriented with strong document and ledger management capability; high confidentiality awareness; good crossdepartment coordination; handson experience with Qiwa / GOSI systems is preferred.