HR and Administration Specialist

Job Description Job Summary We are seeking a highly organized and proactive Administrative & HR Specialist to manage and support the company's day-to-day administrative and office operations, with additional responsibilities in HR administration and employee support. The role will primarily focus on ensuring smooth office operations, maintaining accurate records and documentation, coordinating with internal and external parties, and supporting management with administrative tasks. The ideal candidate should be highly organized, detail-oriented, reliable, and capable of managing multiple priorities in a fast-paced environment. Key Responsibilities Administration & Office Management Manage and coordinate day-to-day office administrative operations.

Handle incoming and outgoing communications, including calls, emails, and official correspondence.

Maintain effective filing and document management systems, both physical and digital.

Prepare letters, memos, reports, presentations, and other business documents.

Schedule and coordinate meetings and appointments as required.

Prepare meeting minutes and follow up on action items.

Maintain calendars and support senior management with administrative and coordination tasks.

Coordinate business travel, transportation, and other administrative arrangements when required.

Monitor office supplies and coordinate the procurement of office requirements.

Coordinate with suppliers, service providers, building management, and other external parties.

Maintain an organized, professional, and efficient office environment.

Ensure administrative procedures and office policies are properly implemented and maintained.

Documentation & Operational Support Maintain and organize company records, documents, contracts, and correspondence.

Follow up on administrative documentation and ensure proper filing and record retention.

Support management with reports, data collection, and administrative follow-ups.

Coordinate with finance, operations, and other departments regarding documentation and administrative requirements.

Assist with data entry and maintain accurate records on the ERP system or other company systems.

Prepare regular administrative reports and summaries as required.

HR Administration Maintain and update employee records, personnel files, and employment-related documentation.

Support onboarding and offboarding processes.

Track attendance, leave records, and employee documentation.

Assist with payroll-related data and required supporting documents.

Support the implementation of HR policies and procedures.

Assist with recruitment activities, including posting job advertisements, screening CVs, and coordinating interviews.

Support employee communication and HR-related administrative tasks.

ERP and Reporting Enter and update employee and operational data on the ERP system.

Generate regular HR and administrative reports for management.

Support finance and operations teams with data entries and documentation as required.

Job Requirements Requirements: Bachelor’s degree in Human Resources, Business Administration, or related field.

Minimum of 3–5 years of experience in HR and/or administrative roles.

Knowledge of payroll processing and labor law compliance.

Proficiency with MS Office (Word, Excel, Outlook); experience with ERP systems is a plus.

Excellent command of English and Arabic, both written and spoken.

Excellent written and verbal communication skills.

Strong organizational and time-management abilities.

High attention to detail and discretion in handling sensitive information.

Ability to multitask and prioritize work under pressure.

Preferred: Experience in a similar HR & Admin hybrid role.

Familiarity with HR software and cloud-based ERP systems.

Prior experience supporting executive staff or C-suite.