Job Overview
For our client, a multinational manufacturer of aesthetics & physiotherapy devices, we are looking for an experienced Administrative & HR Coordinator. This role will lead all tasks related to office management in the company’s factory located in the Jebel Ali Free Zone, as well as oversee administrative functions to support business operations.
Job Responsibilities
Administrative Oversight:
- Manage day-to-day office operations in the factory.
- Ensure smooth and efficient administrative support to the management.
- Monitor and streamline administrative processes for increased efficiency.
- Oversee the management and scheduling of executive calendars, meetings, and events.
-Handling travel arrangements.
- Ensure timely handling of executive communications, including emails, phone calls, and reports.
-Processing invoice.
-Handling customs clearance.
HR Tasks:
-Preparation/ drafting and management of staff employment contracts.
-Health insurance: registration of the employees and renegotiation of the contract and coverage.
-Time and attendance management (holidays, sick leave and other absences).
-Payroll: prepare and send the payroll and verify the payslips.
-Visa renewal: for the employees who need a Visa.
-Recruitment activities.
-Training and development of the employees.
-Internal HR projects and processes. To be able to participate in the internal HR processes and other HR related projects.
-Employee Relations & Support: Act as the primary HR contact for employees, fostering strong relationships, addressing concerns, and ensuring timely responses to queries.
-HR Policy & Compliance: Drafting the required SOPs related to HR. In addition, Implement and monitor adherence to HR policies, manage grievances and disciplinary actions, and ensure timely resolution of issues through proper channels.
-Records: Maintain accurate employee records in the HR system, conduct monthly data audits, and ensure all documents are valid and securely stored.
Office Management:
- Oversee procurement of office supplies and maintenance of equipment.
- Manage vendor relationships and contracts for office services.
- Maintain a safe, organized, and conducive work environment.
- Implement and maintain office policies and procedures.
- Ensure compliance with local regulations and corporate policies.
Stakeholder Management:
- Act as the primary liaison between the company’s management and the factory team.
- Foster effective communication and collaboration between various departments.
- Handle any escalated issues or challenges related to administrative support.
Continuous Improvement:
- Identify opportunities for process improvement within the factory.
- Implement best practices and innovative solutions to elevate administrative functions.
- Stay updated with latest office management trends and tools.
Requirements
- English fluency.
- Bachelor's degree, preferably in administration or a related field.
- 2-5 years’ experience in an office management role.
- Exceptional organizational, communication, and multitasking skills
- Ability to handle sensitive information with discretion and professionalism.
- Strong decision-making and problem-solving skills.
- Knowledge of the local business environment and regulations is a plus.
- Adaptable and able to work in a dynamic, fast-paced environment.
- Detail-oriented with a proactive mindset.
- Collaborative with strong interpersonal skills.
