We are looking for an organised, proactive, and detail-oriented HR Coordinator to support the HR Manager and ensure the smooth delivery of daily HR operations.
The successful candidate will provide end-to-end coordination across recruitment, onboarding, employee documentation, payroll preparation, visa processing, performance management, training, employee engagement, and HR reporting.
This position is suitable for someone who is dependable, comfortable managing several priorities, and committed to maintaining confidentiality and accuracy.
Key Responsibilities
Recruitment and Workforce Coordination
- Coordinate the recruitment process, including posting vacancies, screening applications, arranging interviews, and following up with candidates and hiring managers.
- Maintain recruitment trackers and provide regular updates on open positions.
- Prepare employment offers and collect all required pre-employment documents.
- Coordinate reference checks, approvals, and joining arrangements.
- Build and maintain a database of qualified candidates for current and future vacancies.
- Support recruitment for operational, technical, sales, administrative, and specialist positions.
Onboarding and Employee Documentation
- Coordinate the complete onboarding process for new employees.
- Prepare employment contracts, joining forms, induction schedules, and employee files.
- Ensure all required documents are collected, verified, and properly filed.
- Coordinate with relevant departments to arrange uniforms, equipment, system access, and workplace requirements.
- Conduct regular checks to ensure employee records are complete and up to date.
- Support probation reviews and confirmation processes.
Visa, Labour and Medical Coordination
- Coordinate new visa applications, renewals, cancellations, medical examinations, Emirates ID applications, and labour card processes.
- Maintain an accurate tracker for visa, passport, Emirates ID, labour card, insurance, and occupational licence expiry dates.
- Follow up with employees and relevant parties to ensure renewals are completed on time.
- Prepare supporting letters, NOCs, salary certificates, and other employment-related documents.
- Ensure HR processes comply with UAE labour requirements and company procedures.
Payroll and Benefits Support
- Prepare and verify monthly payroll inputs, including new joiners, leavers, salary changes, promotions, allowances, deductions, overtime, leave, and unpaid absences.
- Maintain accurate records of approved salary adjustments and employee benefits.
- Coordinate employee medical insurance enrolments, amendments, and cancellations.
- Support annual leave, air-ticket allowance, bonus, increment, and other benefit processes.
- Review payroll information carefully and highlight discrepancies before submission.
Attendance, Leave and Employee Records
- Monitor attendance, absences, leave balances, and employee documentation.
- Follow up with employees and managers regarding missing attendance or leave information.
- Maintain accurate physical and electronic personnel files.
- Update the HR system promptly whenever there is a change in an employee’s position, salary, reporting line, work location, or personal details.
- Prepare employee letters and certificates within the required timelines.
Performance and Employee Development
- Coordinate probation reviews, annual performance appraisals, promotion trials, and salary-review documentation.
- Follow up with managers to ensure evaluations are completed on time and supported by clear performance evidence.
- Maintain records of promotions, salary adjustments, development plans, and performance actions.
- Support training coordination, attendance records, certificates, and employee development initiatives.
Employee Relations and Engagement
- Respond to routine employee queries professionally and escalate sensitive matters to the HR Manager.
- Support employee-engagement activities, recognition programmes, celebrations, and CSR initiatives.
- Draft internal announcements relating to promotions, achievements, new joiners, policies, and company activities.
- Assist in ensuring employees receive consistent and accurate HR information.
- Maintain confidentiality when handling employee and business information.
Leavers and Offboarding
- Coordinate resignation, termination, and end-of-service procedures.
- Prepare clearance documents and follow up with all departments to complete the offboarding process.
- Coordinate visa and insurance cancellations and the return of company property.
- Support the calculation and verification of final payroll inputs and employee entitlements.
- Maintain complete and accurate leaver records.
HR Reporting and Administration
- Maintain HR dashboards and trackers covering headcount, vacancies, turnover, leave, probation, visas, training, and employee movements.
- Prepare monthly HR reports for management review.
- Monitor HR deadlines and follow up proactively without requiring repeated reminders.
- Assist in updating HR policies, procedures, forms, organisational charts, and job descriptions.
- Support HR audits by ensuring that records and supporting documents are complete and easily accessible.
- Handle other HR coordination and administrative duties assigned by the HR Manager.
Candidate Requirements
- Bachelor’s degree in Human Resources, Business Administration, or a related field.
- At least 2–3 years of experience in an HR coordination or HR generalist role, preferably in the UAE.
- Good understanding of UAE employment practices and HR documentation.
- Experience coordinating recruitment, onboarding, payroll inputs, visas, employee records, and offboarding.
- Strong English communication skills, both written and verbal.
- Good knowledge of Microsoft Excel, Word, Outlook, and HR systems.
- Excellent organisation, follow-up, and time-management skills.
- High attention to detail and the ability to work accurately under pressure.
- Professional, approachable, and able to maintain strict confidentiality.
- Ability to work independently, prioritise urgent matters, and meet deadlines.
What We Are Looking For
We need someone who takes ownership, identifies pending actions early, and follows tasks through to completion. The right candidate will not only provide administrative support but will also help improve HR efficiency, employee experience, record accuracy, and compliance.
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