Coordinator-HR Shared Services

Role Overview

Coordinator–HR Shared Services with Transguard Group, located in the Al Quoz HR office in Dubai.

Role Purpose

Provide efficient support to the HR Shared Services team in the management of day-to-day processes including medical insurance administration, Occupational Health card management, airside pass management, travel and absence management, document control, Arabic letters, Transguard IDs, GRO scheduling and appointments, police and immigration case monitoring, Arabic translations, and flight ticket processing. Communicate effectively with internal teams, departments, and external entities while maintaining confidentiality of sensitive information.

Key Responsibilities

Financial

• Submit flight bookings and airfare recharges in accordance with company policy.
• Submit applications to respective authorities for processing of residence visas and job requirements.
• Reconcile expenses incurred for applications and submit Purchase Requisitions and Goods Received notes to assist in payments to suppliers.

Customer Service

• Communicate flight details with employees in a timely manner.
• Generate and distribute documents requested by employees promptly.
• Communicate with stakeholders about any delays in service in advance to avoid inconveniences.
• Communicate any pending tasks that impact applications with stakeholders.

Process Management

• Update application and certificate/document details on Oracle whilst maintaining accuracy.
• Submit monthly reports to the manager for analysis.
• Obtain email approvals from the Senior Manager prior to processing Purchase Requisitions.
• Maintain confidentiality around sensitive information.
• Report any errors or discrepancies to the Manager immediately and propose solutions to rectify them.

Process Improvement

• Create or modify processes for better efficiency.
• Propose ideas to Manager to streamline processes.

Qualifications & Experience

• Minimum 1 to 2 years of experience in data entry management and document control.
• Bachelor's degree (minimum educational requirement).
• English Proficiency Test (EPT) level 3.

Skills & Competencies

• Proficient in Excel.
• Time-oriented approach to handling queries and tasks.