HR Coordinator

About the Role

We seek an efficient, forward-thinking HR Coordinator to assist the HR Manager in delivering seamless daily human resources operations. This role involves comprehensive coordination in recruitment, onboarding, document management, payroll preparation, visa administration, employee performance assessments, training, engagement initiatives, and HR reporting.

Key Duties

• Manage end-to-end recruitment activities including job postings, application screenings, interview scheduling, and follow-ups with candidates and hiring managers.
• Maintain recruitment tracking systems and provide routine updates on job vacancies.
• Prepare job offers and secure all mandatory pre-employment documentation.
• Conduct reference verifications, obtain necessary approvals, and organize joining formalities.
• Establish and update a talent database for current and future recruitment needs.
• Support recruitment efforts for diverse roles across operational, technical, sales, administrative, and specialized functions.
• Coordinate the onboarding process, prepare employment contracts, induction plans, joining forms, and ensure comprehensive filing of employee documents.
• Liaise with departments to arrange uniforms, equipment, system access, and necessary workspace setup for new hires.
• Maintain accuracy of employee records and support probation and confirmation procedures.
• Oversee visa documentation processes including applications, renewals, cancellations, medical tests, Emirates ID, and labour card coordination.
• Track expiry dates for work permits, passports, insurance, and licenses; chase renewals timely with concerned parties.
• Generate employment-related letters such as supporting documents, No Objection Certificates, and salary certifications.
• Ensure compliance with UAE labor laws and internal policies.
• Assist payroll preparation by verifying monthly inputs like new joiners, leavers, salary updates, promotions, allowances, deductions, overtime, leaves, and absences.
• Maintain records of salary changes and benefits, coordinate medical insurance enrolments and modifications.
• Support various employee benefits processes including leave, air ticket allowances, bonuses, and increments, highlighting any payroll discrepancies before processing.
• Monitor attendance, leave balances, and maintain complete physical and digital employee files.
• Promptly update HR systems on any employee status changes including roles, salaries, reporting, location, or personal data.
• Prepare employee letters and certificates within designated timeframes.
• Coordinate performance management activities such as probation evaluations, annual appraisals, salary reviews, and promotions, ensuring timely completion and documentation.
• Support training coordination, track attendance, issue certificates, and contribute to employee development programs.
• Address routine employee queries professionally, escalate sensitive matters to HR management, and assist with employee engagement programs, recognition events, and corporate social responsibility initiatives.
• Draft internal announcements covering promotions, new hires, achievements, policies, and organizational news.
• Manage offboarding tasks including resignations, terminations, clearance processing, visa and insurance cancellations, and company property returns, ensuring accurate final settlements and record maintenance.
• Create and maintain comprehensive HR reports and dashboards regarding workforce metrics, leave, visas, training, and employee movements for management oversight.
• Proactively track HR deadlines and support updates to policies, organizational charts, job descriptions, and forms.
• Assist in audit preparations ensuring all HR documentation is complete and accessible.
• Perform additional HR administrative tasks as delegated by the HR Manager with diligence and reliability.

Candidate Profile

• Bachelor's degree in Human Resources, Business Administration, or related discipline.
• Minimum 2 to 3 years of experience in HR coordination or generalist roles, ideally within the UAE.
• Solid understanding of UAE labor laws and HR administrative processes.
• Proficiency in recruitment management, onboarding, payroll data preparation, visa processing, employee record maintenance, and exit procedures.
• Strong command of English, both spoken and written.
• Competent with Microsoft Office (Excel, Word, Outlook) and HR information systems.
• Excellent organizational skills with a keen eye for detail and ability to manage multiple tasks efficiently under pressure.
• Professional demeanor, approachable personality, and strict adherence to confidentiality standards.
• Ability to work autonomously, handle priorities effectively, and meet deadlines consistently.

Additional Requirements

The ideal candidate demonstrates ownership, anticipates pending responsibilities, and ensures tasks are fully completed. Beyond administrative support, this role is pivotal in elevating HR operational excellence, enhancing employee satisfaction, guaranteeing accurate records, and maintaining compliance with regulatory standards.