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HR Operations Specialist (on-site)
I-Konect Global
Dubai, UAE
Full Time
Mid
Onsite
4 weeks ago
Travel CoordinationVisa & Immigration SupportVendor NegotiationHRIS ManagementOnboarding LogisticsContract Administration
Free
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Travel CoordinationVisa & Immigration SupportVendor Negotiation
About the Role
I-Konect Global seeks an HR Operations Specialist for onsite work in Dubai Media City. The role focuses on global mobility, travel coordination, and core HR administration, with a flexible team-player mindset.
Key Skills for This Role
Travel CoordinationVisa & Immigration SupportVendor NegotiationHRIS ManagementOnboarding LogisticsContract Administration
Responsibilities
- End to end management of business travel, booking flights, trains, and transfers while adhering to company budget
- Source, negotiate, and book lodging for staff, including short term hotel stays and long term serviced apartments
- Build relationships with local hotels, airlines, and travel agencies to secure corporate rates and discounts
- Liaise with migration agents or legal counsel to ensure employees have correct visas and work permits
- Prepare the 'Day 1' experience for new hires, ensuring laptops, access cards, desks, and welcome kits are ready
- Maintain accurate employee records in the HRIS, including uploading contracts, updating addresses, tracking visa expiry dates
- Generate standard employment contracts, addendums, and confirmation letters based on templates
- Manage exit logistics: collecting assets, cancelling system access, and processing exit clearance forms
- Assist Talent Acquisition by scheduling interviews, conducting initial phone screens, or reference checking during hiring surges
- Take the lead on organizing company town halls, team building offsites, and holiday parties
- Cover for other HR team members during leave or busy periods, including manning the front desk or helping with payroll data entry
- Handle general ad hoc projects as needed
Requirements
- 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: comfortable pivoting and not saying 'that's not my job'
- Logistical Mastery: enjoy solving puzzles like getting people to London within budget
- Organizational Skills: extreme attention to detail
- Service Orientation: treat employees like customers
- Tech Savvy: proficient in Excel and comfortable learning new HRIS or Travel Booking platforms quickly
Full Job Posting
Role Summary
- The HR Operations Specialist is the logistical backbone of the People Team. You are responsible for the smooth physical and administrative movement of our workforce. While a significant portion of this role focuses on Global Mobility & Logistics, you will also handle the core HR administrative lifec
- Crucially, this is a role for a flexible team player. We operate as a lean, agile HR unit. You are not just a 'Travel Coordinator'; you are a core part of the HR engine.
Core Responsibilities
- End to end management of business travel, booking flights, trains, and transfers while strictly adhering to the company budget.
- Source, negotiate, and book lodging for staff, including short term hotel stays and long term serviced apartments for relocated staff.
- Build relationships with local hotels, airlines, and travel agencies to secure corporate rates and discounts.
- Liaise with migration agents or legal counsel to ensure employees have the correct visas and work permits before they board a plane.
- Prepare the 'Day 1' experience: ensure new hires have their laptops, access cards, desks, and welcome kits ready before they arrive.
- Maintain accurate employee records in the HRIS (e.g., uploading contracts, updating addresses, tracking visa expiry dates).
- Generate standard employment contracts, addendums, and confirmation letters based on templates.
- Manage the exit logistics: collecting assets (computers/badges), cancelling system access, and processing exit clearance forms.
- During hiring surges, assist the Talent Acquisition team by scheduling interviews, conducting initial phone screens, or reference checking candidates.
- Take the lead on organizing company town halls, team building offsites, and holiday parties (booking venues, catering, and transport).
- Cover for other HR team members during leave or busy periods, ranging from manning the front desk to managing employee grievances or helping with payroll data entry.
- 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.
Location
- Media City Area, Dubai Onsite presence is required. Candidates who are already based in Dubai will be prioritized.
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