Administration Coordinator- 12 Months Contract

4 days ago


Sharjah, Sharjah, United Arab Emirates Transguard Workforce Solutions Full time

Transguard Workforce Solutions is the UAE's leading provider of unique and innovative HR solutions. With a decade of experience in the region and a team that possesses extensive knowledge of the market, we provide a fully integrated HR solution.

We are currently recruiting for an Administration Coordinator - 12 Months Contract (Arabic Speaker) for our client to be based out of their Sharjah Office.

Purpose:

The Administrative Coordinator is primarily responsible for managing and overseeing administrative tasks related to stakeholders, such as the Security Pass Department, Immigration, and the various vendors who provide services on day-to-day operations. The admin coordinator's role also extends support to the Public Relations Officer by acting as a liaison between employees, guests, and vendors, and collecting and preparing the necessary documents required for the business demands and applying them to APMS & FDRA portal where required.

  1. Help PRO in processing Security Pass, ADP & Employees visas.
  2. Collect Passes, ADP & Passport from the respective departments and hand over to the site superintendent.
  3. Collect, verify & process invoices on time.
  4. Build & maintain good relationships with various departments (Pass, ADP, IT, Asset Management & Finance) for the purpose of processing security passes and visas.
  5. Support the site manager for the enhancement of the site status.

Responsibilities:

  • Liaise with vendors and contractors in collecting and preparing documents related to security passes.
  • Typing and processing applications for different purposes as required.
  • Arrange Material Passes for Contractors.
  • Arrange temporary gate passes for vehicles and personnel.
  • Renew fleets Airside Work Permits before their expiry.
  • Apply Airport Driving permits where required (including contractors).
  • Apply new residency for new staff & renew the residency of existing staff.
  • Maintain and organize all documents related to Staff visas, security passes, work permits, etc.
  • Support site manager/superintendent by preparing shift roster and Leave Plans.
  • Maintain a traceable inventory for consumables (PPE, pantry items, etc.).
  • Process invoices where required.
  • Share shift roster & verified timesheet with manpower supplier including bp HR.
  • Take the lead in managing events/meetings, keeping the notice boards neat and updated.
  • Be focused on HSSE activities like Report PI/NM, monthly HSSE meetings & developing meeting minutes.
  • Support ATM in closing meeting action items timely.

Skills:

  • At least 1 year of experience in a similar job with strong experience with government organizations.
  • Completion of secondary education + a Diploma.
  • Excellent networking and interpersonal skills.
  • Good knowledge of written and spoken English & Arabic is a must.
  • Valid Driving License.
  • Good computer skills (Word, Excel).
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