Admin, HR & Office Coordinator

Confidential

AED 2,000 - 3,999 per month

Saif Zone (Sharjah International Airport Free Zone), Sharjah, UAE

Full Time

1-2 Years

Female

High-School / Secondary

Posted a day ago

Job Details

Location: Sharjah, UAE
Department: Administration / Human Resources / Finance Support
Job Summary
We are looking for a highly organized, proactive, and detail-oriented Admin, HR & Office Coordinator to manage day-to-day administrative operations, employee affairs, company documentation, office management, and customer collections support. The ideal candidate should be comfortable handling UAE government portals, visa processing, license renewals, vehicle administration, and communicating with customers regarding outstanding payments.

Key Responsibilities
1. Human Resources & Employee Affairs
• Manage employee visa applications, renewals, status changes, profession changes, and cancellations through the relevant UAE government portals.
• Coordinate medical examinations, biometrics, health insurance, and required documentation.
• Prepare offer letters, employment contracts, and new-hire documentation.
• Maintain organized employee files, including passports, visa details, insurance records, and other important documents.
• Coordinate employee leave settlements and internal deposits with the accounting department.
• Manage SAIF Zone employee deposits and arrange refunds with the required supporting documentation.
• Coordinate employee flight bookings and staff accommodation/room allocations.
• Track and coordinate company-wide medical insurance renewals and individual worker insurance requirements.

2. General Administration & Government Compliance
• Coordinate trade license renewals for Sharjah and Dubai entities.
• Manage immigration card and E-channel renewals, including related government portal requirements.
• Maintain a calendar of renewal deadlines to ensure all licenses, permits, and registrations remain valid.
• Coordinate company vehicle insurance, vehicle testing/passing, registration (Mulkiya) renewals, and accident claims.
• Monitor and manage company vehicle fines through the relevant government portals.
• Manage SALIK and DARB accounts, including monitoring balances and arranging recharges.
• Coordinate Civil Defense renewals and fire safety maintenance agreement (AMC) requirements.

3. Office Management
• Monitor pantry expenses, office supplies, and material consumption.
• Maintain records of office expenses and identify opportunities to reduce operating costs.
• Conduct regular office inspections to ensure cleanliness, organization, and proper upkeep.
• Coordinate with relevant staff and service providers to resolve office-related issues.
4. Collections & Accounts Receivable Support
• Participate in collections meetings and prepare follow-up task lists for sales representatives.
• Contact a minimum of 10 customers daily to follow up on outstanding invoices and overdue payments.
• Coordinate with the sales team and accounting department to improve collection efficiency.
• Maintain accurate customer records and ensure invoices and supporting documents are properly filed.
• Track collection follow-ups and provide updates on outstanding payments and customer commitments.
Candidate Requirements
• Previous experience in administration, HR coordination, office management, or collections support.
• Knowledge of UAE visa procedures, government portals, and employee documentation.
• Familiarity with Sharjah and Dubai licensing, immigration, and vehicle registration procedures.
• Good communication and telephone follow-up skills, particularly for customer collections.
• Strong organizational skills and attention to detail.
• Basic knowledge of accounting documentation, invoices, and accounts receivable.
• Proficiency in Microsoft Office, particularly Excel, and the ability to maintain accurate digital records.
• Ability to manage multiple responsibilities, prioritize deadlines, and work independently.
Key Qualities
• Organized, reliable, and proactive.
• Strong follow-up and time-management skills.
• Professional communication with employees, customers, and government authorities.
• Cost-conscious, with a focus on improving efficiency and maintaining accurate records.

How to Apply: Interested candidates may submit their CV, including relevant UAE administration/HR experience, expected salary, and availability to join.

Language

Hindi, Other, English

Nationality

Indian, Pakistani, Filipino, Nepali

Company Size

51-200