HR & Office Manager
Job Summary:
The HR and Office Manager is responsible for strategically managing and streamlining Office, HR and administrative functions and managing the administration team. Ensuring smooth operations and a cohesive and positive working environment
Requirements
Key Responsibilities:
Human Resources:
1.Recruitment & Staffing:
oManage the entire recruitment process for mid- level staff by keeping a constant pipeline of talent, ensuring a thorough ZOHO Recruit database is maintained by the HR team, Using and optimising recruitment software, reducing time to hire, conducting preliminary interviews and sending offer letters.
oCoordinate with visa process for all team members via online MORHRE system, using PRO to expedite if required.
oDelivering inductions to junior/mid-level employees.
oEnsure compliance with UAE labour law and up to date with new regulations
oEnsure a structured off boarding and collection of company assets, work together with finance for final settlements.
2. Employee Records Management:
oMaintain up-to-date employee records, including personal data, employment history, benefits, grievances/ disciplinaries and performance evaluations.
oEnsure compliance with legal requirements and company policies in managing sensitive employee data.
oMaintain a detailed record of employee attendance, annual leaves and coordinate with finance team for payroll
3.Compensation and Benefits:
oSource health insurance policies each year ensuring the best value for money, fuel cards, expense claims, ILOE
oRegularly benchmark and review total reward packages to ensure market competitiveness
4. Employee Engagement and Events:
oDevelop a budget and calendar for Organization events and team building activities
o Be the point of contact for employee's wellbeing and support
Team & Performance Management
o Develop and mentor team setting KPIs and reviewing job descriptions regularly
o Ensure skills and knowledge are shared for succession planning, annual leave &sick leave
o Review and monitor team performance, identifying any gaps and training needs
Administration:
1. Office & Facility Management:
oOversee daily office operations, delegating and managing the admin team to ensure a clean and efficient work environment that maintains the Studio to ELE standards
oManage and purchase of office supplies, equipment and consumables, ensuring cost effectiveness
oCoordinate with maintenance teams and Landlord agents to ensure the office is well-maintained and operational.
oSupervise the cleaning team and ensure there is cover during holidays/ sick leave
2.Documentation & Filing:
oOrganize and maintain company records, files, and documentation, both physical and digital.
oEnsure policies and procedures are regularly reviewed and updated and being followed
oMaintain up to date records in ZOHO
oEnsure that the ZOHO system is set up to provide the best possible data and workflows for accuracy
oKeep a database of suppliers and coordinate with design/projects team to ensure libraries are up-to date
1. Meeting Coordination:
oEnsure meeting rooms for clients and ELE staff are tidy, scheduled and set up for meetings (e.g. Zoom), presentations
oMeets, greets and seats clients, prepares refreshments and alerts team members that their guest has arrived when the admin executive is not available/busy.
2.Sales and Executive Support
oSupport the Sales and Management Teams when required preparing proposals and communication between client, projects team and finance
oPerform ad hoc duties as requested by the senior leadership team
oEnsure proper processes are followed by all team members when booking travel, expenses
oBook travel and accommodation when required
oManage enquiries from Info email and WhatsApp and input to CRM
