HR & Admin Coordinator

As HR & Admin Coordinator, your mission is to execute the operational and compliance backbone of Techniline's People function and its physical workspaces. You process visas and government/PRO matters for all group entities, maintain HR and ERP data, run onboarding logistics, prepare attendance and leave inputs for Accounts, and administer day-to-day office needs — supplies, vendors, and support staff.

You report to the People & Talent Lead for HR-function priorities, with a dotted line to the General Manager for Administration and PRO/Government compliance across all group entities.

Accountabilities

1. Visa & Immigration Processing

Process new visas, renewals, and cancellations across all group entities via government portals, including ILOE and Police Clearance Certificate processing.

1. Employee Records & Correspondence

Maintain organized, audit-ready personnel files (digital and physical) for every employee. Prepare HR letters and certificates on request — salary certificates, NOC letters, warning/notice letters, policy and holiday circulars.

1. Renewals & Compliance Administration

Track and execute trade license, establishment card, medical/group life/workmen's comp, and Du company line renewals across all group entities.

1. Attendance & Leave Management

Own the full attendance and leave cycle — requests, logs, approvals, and monthly input to Accounts.

1. Onboarding & Offboarding Administration

Execute the full employee lifecycle from induction and asset issue through exit checklist and Full & Final settlement.

1. ERP / HR Data Administration

Maintain accurate employee master, salary, advance, and outstanding data in the ERP.

1. Leave, Benefits & Settlement Processing

Process leave salary and air ticket eligibility claims.

1. Appraisal & Probation Coordination

Schedule and document appraisals, probation reviews, and end-of-contract decisions.

1. Office Maintenance & Facilities Administration

Ensure office supplies, cleaning, and equipment condition are maintained, and flag issues needing action.

1. Vendors & Service Providers

Verify invoices and track contracts for all facilities, maintenance, and service-provider vendors.

1. Compliance & Policy Adherence

Execute company policy consistently across all HR administration.

1. Recruitment Support

Support the hiring process through JD posting, scheduling, and candidate coordination.

1. Team Engagement Coordination

Coordinate team events and festive/birthday recognition.

1. Management Support

Handle business travel visa applications, leadership scheduling, and ad hoc administrative requests.

1. Project & Initiative Support

Provide execution support for People & Talent Lead initiatives outside standing operations. ----

Year-One Outcomes

1. Handover Transition Complete — Full operational takeover from the outgoing HR Coordinator achieved within the notice-period overlap window. Zero compliance deadlines missed during transition.

1. Attendance & Payroll Input Reliability Proven — Zero missed or late attendance/leave submissions to Accounts across a full 12-month cycle, with zero post-submission corrections required.

1. Visa & Government Renewal Mastery — Independently manages the full visa, labor, and license renewal cycle across all group entities by month 6 — verified through at least one complete renewal cycle per category with zero errors, zero rework, and zero fines.

1. Compliance Track Record Established — Zero fines across visa, trade license, and establishment card processing, all group entities, trailing 12 months.

1. Office Administration Stabilized — Supply, cleaning-schedule, and equipment-condition routines running without CEO/GM intervention by month 6, zero disruption incidents in the trailing 6 months.

1. Full Scope Trust Achieved — Judged by the People & Talent Lead and General Manager as fully trusted with the complete scope of the role — no shadow supervision required on any standing accountability.

Key Competencies

Attention to Detail / Accuracy Catches errors before they become fines or missed deadlines; checks documents against requirements methodically.

Follow-Through & Reliability Completes tasks fully without reminders; tracks multiple deadlines across entities without dropping any.

Process Orientation Works confidently within defined checklists and systems — ERP, portals, forms.

Integrity & Discretion Handles personal documents and compliance data honestly and confidentially.

Resourcefulness Gets things done through vendors, agents, and government counters without a large support team behind them.

Communication Gives clear, timely updates across multiple stakeholders and external parties.

Composure Under Competing Priorities Stays organized and unflustered when multiple stakeholders have same-day, competing requests.

Service Orientation Treats office administration and team-facing requests as real accountabilities, not afterthoughts.

Energy & Work Ethic Sustains a high volume of small, deadline-dense tasks without dropping quality.

Cultural Fit Comfortable with a fast-paced, lean, owner-led environment and daily huddle cadence.

Requirements

• Hands-on experience with UAE government/PRO processing — GDRFA, MOHRE, Tasheel, Noqodi
• Working proficiency in an ERP or similar structured data-entry system
• Comfortable with high-volume, deadline-dense administrative work.
• Office administration / facilities oversight experience
• Experience administering UAE medical insurance and workmen's compensation