HR Admin Assistant / Operation

Job description / Role

We are seeking a detail-oriented and well-organized HR Admin & Operations Executive to support our factory’s HR and administrative functions. This role is crucial in ensuring smooth store and branch operations through accurate documentation, efficient HR processes, and effective coordination. The ideal candidate will bring strong organizational skills, a proactive approach, and the ability to manage HR activities end-to-end.

Key Responsibilities

1. HR Documentation & Records

• Maintain and update employee personnel files in both physical and digital formats.
• Prepare HR documents such as salary certificates, NOCs, employment verification letters, etc.
• Track and manage renewals for employee documents including passports, visas, and Emirates IDs.
• Ensure strict confidentiality and compliance in all HR documentation and processes.

2. HR Operations Support

• Assist in managing employee attendance and leaves; follow up with staff on attendance-related issues.
• Support monthly payroll by compiling attendance, overtime, and deduction records.
• Track probation periods, contract expiries, and issue confirmation letters when applicable.
• Support visa processing, medical testing, insurance enrollment, and other HR administrative tasks.

3. Employee Relations

• Act as the first point of contact for employee HR queries and provide timely support.
• Assist in organizing employee engagement initiatives, activities, and events.
• Support in resolving minor employee concerns and escalate major issues when necessary.
• Conduct training and briefing sessions as required.

4. Recruitment & Onboarding

• Assist in posting job vacancies across job portals and social media.
• Coordinate interviews between candidates and hiring managers.
• Conduct initial CV screenings when required.
• Prepare offer letters, employment contracts, and onboarding documents.
• Ensure completion of all onboarding formalities, documentation, and induction processes.

5. HR Systems & Reporting

• Update HRMS with employee data, changes, and new joiner information.
• Generate regular HR reports such as headcount, leave balances, and recruitment status.
• Support HR audits by sharing required records and documentation.

Qualifications & Skills

• Bachelor’s degree in Human Resources or a related field.
• 2–4 years of HR administration or HR operations experience (UAE experience preferred).
• Strong knowledge of HR documentation, employee onboarding, and visa processes.
• Proficient in MS Office and HRMS platforms.
• Excellent communication, coordination, and multitasking abilities.
• Ability to maintain confidentiality and handle sensitive information.

Additional Information

• This role is based in a remote factory location.
• Accommodation and transportation are fully provided by the company.
• Candidates must be comfortable working in a factory setup and working with blue collar workers.
• Job Type: Full-time
• Admin / HR : 3 years (Required)

• Three or more years of experience in HR admin / operations
• Experience in Conducting Training / Training Coordination
• Exceptional communication and interpersonal skills and an ethical mindset
• Adept at problem-solving and conflict resolution
• Strong problem-solving and conflict-resolution skills
• Familiarity with HR software

Salary:
AED 2,500 to 4,500 per month inclusive of fixed allowances.
Additional benefits: accomodation and transportation

About the Company

Smart Hires, a division of Pagarani Enterprises LLC, is a professional recruitment firm dedicated to delivering end-to-end hiring solutions across the MENA and Asia regions. We specialize in sourcing, screening, and placing qualified professionals across multiple industries, ensuring the perfect alignment between client requirements and candidate capabilities.

With a strong focus on quality, efficiency, and transparency, Smart Hires partners with businesses to simplify their talent acquisition process — from candidate identification and interviews to onboarding support. Our approach combines local expertise with regional reach, helping companies build reliable teams and candidates find meaningful career opportunities.