HR & Admin Specialist

Position: HR & Admin Specialist (on-site) We are seeking a proactive and detail-oriented Human Resource (HR) and Administration Specialist to join our team. You will support the HR and administrative functions of our dynamic interior design firm, ensuring smooth operations, compliance with UAE labour laws, and fostering a positive workplace culture. This role requires a strong understanding of HR best practices, excellent organizational skills, and the ability to manage day-to-day administrative tasks efficiently. Responsibilities Human Resources - Support end-to-end recruitment process: job posting, screening, scheduling interviews, and onboarding. - Maintain and update employee records in compliance with UAE labor regulations. - Assist in drafting and issuing contracts, offer letters, and other HR documentation. - Prepare a leave sheet and ensure claims/expenses are up to date on the ERP system, and coordinate with the Finance Team in preparation for payroll each month. - Monitor probation periods, contract renewals, and visa expiration dates as well as insurances. - Coordinate with PRO for visa processing, renewals, and cancellations. - Track attendance, leaves, and ensure accurate payroll inputs on ERP System. - Support performance management cycles and probation assessments. - Participate in the implementation of HR initiatives such as employee engagement, training, and wellness programs. - Address employee queries related to HR policies, procedures, and benefits. - Ensure compliance with company policies, labor laws, and health & safety standards. - Oversee and maintain the Career and general email inboxes by responding promptly to inquiries, ensuring accurate information sharing, and keeping the mailboxes organized and up to date. Administration - Oversee and support general office operations, including supplies, maintenance, and coordination with external vendors. - Picking up the phone and ensure to forward the queries to the necessary departments. - Provide basic IT Support to the team and support the IT Support expert with any tasks that may require HR intervention. - Manage and renew company licenses, leases, and insurance policies. - Support business travel arrangements, visa processing, and logistics for staff. - Maintain filing systems (electronic and physical) for HR and admin records. - Coordinate internal events, meetings, and office functions. To be the cheerleader and come with a positive attitude when it comes to organizing and being involved in the events. - Assist in preparing reports and documentation required by management. - Answer incoming calls, assist clients with general inquiries, and route queries to the appropriate departments or team members in a timely and professional manner. - Open the door and welcome guests, clients and suppliers that come to office. - Manage Adobe, Microsoft 365 (Teams, Outlook, SharePoint, OneDrive) and Autodesk licenses providing coordination and support for software-related concerns. - Ensure pantry items are replenished on a monthly basis. - Liaise with suppliers to plan, coordinate, and assist with the setup of Lunch & Learn sessions and collaborative meetings with designers. Experience / Educational Background ·Bachelor’s degree in Human Resources, Business Administration, or a related field. ·3–5 years of experience in an HR/Admin role, preferably mainly in the UAE. ·Solid knowledge of UAE labour laws and administrative regulations. ·Proficiency in MS Office (Word, Excel, PowerPoint); knowledge of HR systems is a plus. ·Strong organizational, interpersonal, and communication skills. ·Ability to multitask and maintain confidentiality. ·Fluency in English is mandatory; Arabic is a plus. Preferred Attributes - Bubbly and positive attitude is a must - Experience working in the design, architecture, or construction industry. - A self-starter with a collaborative mindset, takes initiative, flexible and a solution-oriented attitude. - High attention to detail and a sense of responsibility. #J-18808-Ljbffr