HR Operations Specialist (on-site)

Overview

• Our client is an international consulting company with offices in Dubai (HQ), Malaysia and Malta, established to manage diverse operational functions.
• Built on the foundations of an international group, the company supports clients with market entry, licensing, regulatory compliance, strategy consulting and IP Management.
• **Location:**
• Media City Area, Dubai - Onsite presence is required.
• Candidates who are already based in Dubai will be prioritized.
• **Note:**
• Please note that only shortlisted candidates will be contacted.
• Thank you for your kind understanding.

HR Operations Specialist

*Global Mobility & Corporate Travel (Primary Focus)*

• **Travel Coordination:**
• End-to-end management of business travel.
• You are the internal travel agent -booking flights, trains, and transfers while strictly adhering to the company budget.
• **Accommodation Management:**
• Source, negotiate, and book lodging for staff.
• This includes short-term hotel stays for business trips and long-term serviced apartments for relocated staff.
• **Vendor Negotiation:**
• Build relationships with local hotels, airlines, and travel agencies to secure corporate rates and discounts.
• **Visa & Immigration Support:**
• Liaise with migration agents or legal counsel to ensure employees have the correct visas and work permits before they board a plane.
• *Core HR Operations*
• **Onboarding Logistics:**
• Prepare the "Day 1" experience.
• Ensure new hires have their laptops, access cards, desks, and welcome kits ready before they arrive.
• **Employee Database Management:**
• Maintain accurate employee records in the HRIS (e.g., uploading contracts, updating addresses, tracking visa expiry dates).
• **Contract Administration:**
• Generate standard employment contracts, addendums, and confirmation letters based on templates.
• **Offboarding:**
• Manage the exit logistics-collecting assets (computers/badges), cancelling system access, and processing exit clearance forms.
• *"All Hands on Deck" (Team Support & Agility)*
• **Recruitment Support:**
• During hiring surges, assist the Talent Acquisition team by scheduling interviews, conducting initial phone screens, or reference checking candidates to remove bottlenecks.
• **Event Logistics:**
• Take the lead on organizing company town halls, team-building offsites, and holiday parties (booking venues, catering, and transport).
• **Operational Backfill:**
• Cover for other HR team members during leave or busy periods.
• This could range from manning the front desk to managing employee grievances or helping with payroll data entry.
• **General Ad-Hoc Projects:**
• If the Head of HR needs a project done (e.g., "audit all employee files" or "reorganize the supply room"), you are the first to volunteer.

Requirements

• **Experience: 2 - 4 years in HR Operations, Office Administration, or a role involving heavy logistics (e.g., Executive Assistant).**
• **Fluency in English is required.**
• The "Scrappy" Mindset: You are comfortable pivoting from booking a CEO’s flight to scheduling interviews for a Junior Developer in the same hour. You do not say "that's not my job."
• Logistical Mastery: You enjoy solving puzzles (e.g., "How do I get 5 people to London within budget during peak season?").
• Organizational Skills: Extreme attention to detail. A mistake in a flight date or a visa document is costly; you must be a double-checker by nature.
• Service Orientation: You treat employees like customers. Moving and traveling is stressful; your job is to be a calm, helpful presence.
• Tech Savvy: Proficient in Excel and comfortable learning new HRIS or Travel Booking platforms quickly.

Key Performance Indicators (KPIs)

• **Travel Budget Efficiency:**
• Cost savings achieved through vendor negotiation or smart booking choices.
• **Onboarding Satisfaction:**
• New hires report that their logistics (laptop/desk/access) were ready on Day 1 (target 100%).
• **Team Agility:**
• Positive feedback from the wider HR team regarding your support during crunch times (e.g., Recruitment surges).
• **Data Accuracy:**
• Zero errors in flight bookings, visa documentation, or HRIS records.