HR Coordinator

It also includes supporting a diverse workforce comprising office-based employees, site/project-based staff, freelance personnel, and remote employees , requiring effective coordination across different working arrangements and locations. The ideal candidate will have hands on experience in UAE-HR operations, including recruitment coordination, onboarding and offboarding, attendance and leave management, visa and medical insurance coordination, payroll inputs, and employee engagement activities. Responsibilities: The HR Coordinator will be responsible for the following: 1. HR Operations and Employee Lifecycle • Coordinate employee onboarding and offboarding, including employment documentation, orientation, clearance procedures, and exit formalities. • Maintain employee records, contracts, personnel files, and HR documentation in both digital and physical formats. • Monitor employee attendance, leave applications, and leave balance records across office-based, site/project-based, freelance, and remote working arrangements, as applicable. • Track employee document expiry dates, including passports, visas, Emirates IDs, and other relevant documents, and follow up on renewals. • Prepare standard HR letters and documents, including salary certificates, No Objection Certificates (NOCs), employment confirmations, and experience letters. • Ensure employee information is updated accurately in the HR management system. • Coordinate routine HR requirements across the Dubai Office and AUH Branch, ensuring consistency in employee documentation, records, and HR processes. 2. Recruitment and Hiring Coordination • Coordinate the end-to-end recruitment process, from job posting and candidate screening to interview scheduling, offer issuance, and pre-joining formalities. • Create, publish, and manage job postings through recruitment platforms such as Workable, ensuring job descriptions and vacancy details are accurate and up to date. • Review incoming CVs, screen candidates against role requirements, shortlist suitable profiles, and coordinate with hiring managers on candidate selection. • Schedule interviews, coordinate with candidates and interviewers, manage calendars, and follow up on interview feedback and hiring decisions. • Prepare and coordinate offer letters and employment documentation for selected candidates, ensuring details are accurate and approvals are obtained before issuance. • Coordinate pre-joining documentation, including collection and verification of required personal documents, certificates, and other relevant information. • Maintain recruitment trackers and candidate records, monitor hiring progress, and provide regular updates to the Director and relevant hiring managers. • Ensure timely communication with candidates throughout the recruitment process and maintain a professional candidate experience. 3. HR Administration and Compliance • Coordinate employment visa applications, renewals, cancellations, work permits, Emirates IDs, and medical fitness procedures in collaboration with the PRO. • Coordinate employee medical insurance enrolments, deletions, renewals, and policy updates with insurance providers. • Maintain records and track relevant requirements relating to MOHRE, employment contracts, applicable UAE labour regulations, mandatory ILOE enrolment, and relevant KSA requirements where applicable. • Monitor relevant deadlines and ensure documentation is prepared and submitted to the appropriate parties on time. • Assist with the preparation of documents and information required for labour-related queries, official notices, or employee complaints, escalating sensitive matters to the Director or relevant specialist. 4. Payroll and attendance coordination • Compile and verify monthly attendance, approved leaves, overtime, and other applicable payroll inputs. • Coordinate with the Finance team to ensure accurate and timely submission of payroll information. • Maintain supporting records for salary adjustments, deductions, and other approved employee-related changes. • Assist with payroll queries and employee requests relating to payslips and salary documentation. • Coordinate attendance and payroll-related information across different employee categories and working arrangements, ensuring that applicable records are complete and submitted within the agreed timelines. 5. Employee Relations and Engagement • Act as a point of contact for routine employee HR queries and provide timely guidance on HR processes and company policies. • Document employee concerns and grievances objectively and escalate sensitive or complex matters to the Director. • Coordinate employee engagement initiatives, internal celebrations, wellness activities, and company events. • Prepare and circulate internal HR communications, announcements, public holiday updates, and policy notifications. • Support employee induction and ensure new joiners are familiar with relevant company policies and procedures. • Maintain effective communication with employees across office, site/project, freelance, and remote working arrangements, as applicable. 6. Training, Policies and General Administration • Coordinate internal and external training sessions, maintain training records, and follow up on employee development activities. • Maintain and update HR policies, standard operating procedures, employee handbooks, and related documentation as directed. • Maintain strict confidentiality of employee information and ensure HR records are handled securely. • Perform other HR and administrative duties relevant to the role as required. • Education: Bachelor's degree in Human Resources, Business Administration, or a related field. • Experience: 3 4 years of hands-on HR operational experience in the UAE. • UAE Labour Knowledge: Good working knowledge of UAE labour regulations, MOHRE processes, employment documentation, ILOE, and relevant mainland/free-zone procedures. Familiarity with KSA labour regulations is an advantage where applicable. • HR Systems: Familiarity with HR management platforms such as Zoho People, Bayzat, BambooHR, or similar systems. Experience using recruitment platforms such as Workable is preferred. • Recruitment Coordination: Practical experience coordinating the recruitment lifecycle, including job postings, CV screening, interview scheduling, offer letters, and pre-joining documentation. • Technical Skills: Good understanding of AI tools and emerging technologies, with the ability to explore and apply AI solutions to improve work processes, productivity, and problem-solving. Familiarity with digital tools, online platforms, and data analysis, along with a willingness to learn and adapt to new technologies. Working knowledge of MS Office and Excel is required. • Communication: Excellent written and verbal communication skills in English. • Professional Attributes: Strong organizational skills, attention to detail, confidentiality, follow-up, problem-solving, and the ability to manage multiple HR tasks independently. • Coordination Skills: Ability to coordinate HR activities across multiple locations and different workforce arrangements, including office-based, site/project-based, freelance, and remote personnel.