Administrative And HR Coordinator

Administrative:

• Organizing the operation of a new office, including sourcing the premises;
• Purchasing furniture, stationery, and consumables;
• Maintaining the office space and equipment — ensuring office appliances, furniture, lighting, air conditioning and ventilation systems are in working order; arranging repairs, maintenance, and replacements when necessary;
• Working with suppliers and contractors — concluding service agreements (cleaning, internet, utilities, equipment repair, etc.) and monitoring their fulfillment;
• Setting up the office document management system and keeping both paper and electronic files in order;
• Coordinating with courier services (letters, parcels);
• Preparing workstations for employees, including purchasing the necessary equipment and providing everything required for work;
• Liaising with the landlord on operational matters — approving redevelopments and renovation works, resolving utility issues, etc.;
• Using AI tools (not just ChatGPT) to speed up the preparation of documents, templates, translations, analytics, and information searches.

HR:

• Drafting employment contracts for resident and non-resident employees in line with local legislation requirements and freezone policies;
• Handling migration paperwork, residency visas, and Emirates ID; monitoring validity periods and ensuring timely renewals;
• Arranging medical insurance for employees;
• Managing monthly employee salary payments, including preparing and submitting WPS/SIF files, maintaining employee payroll details, and processing salary transfers through the company's business bank account;
• Monitoring changes in UAE labor, immigration, and tax regulations; promptly informing management and adjusting processes accordingly.
• 3+ years of experience in the UAE (preferably in a freezone) in similar roles;
• Knowledge of immigration and HR processes — hands-on experience in obtaining residency visas and Emirates ID, understanding of timelines, document requirements, and specifics for non-residents;
• Understanding of freezones — knowledge of the specifics of different freezones (hiring requirements, limits, reporting, procedures);
• Experience with immigration tracking systems, advanced proficiency in MS Office / Google Workspace, and confident use of AI tools to solve work tasks;
• Experience with medical insurance in the UAE and understanding of the insurance market;
• Fluent Russian and English (spoken and written), with polished business correspondence skills;
• Ability to build relationships with employees at different levels, contractors, and landlords;
• Ability to prioritize, work in a multitasking environment, attention to detail, and willingness to take responsibility for results;
• A plus: established contacts with service providers in Dubai (visa centers, insurance companies, courier services, office equipment suppliers).