HR/Office Manager
Job Description
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:
- Recruitment & Staffing:
o Manage 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.
o Coordinate with visa process for all team members via online MORHRE system, using PRO to expedite if required.
o Delivering inductions to junior/mid-level employees.
o Ensure compliance with UAE labour law and up to date with new regulations
o Ensure a structured off boarding and collection of company assets, work together with finance for final settlements. - Employee Records Management:
o Maintain up-to-date employee records, including personal data, employment history, benefits, grievances/ disciplinaries and performance evaluations.
o Ensure compliance with legal requirements and company policies in managing sensitive employee data.
o Maintain a detailed record of employee attendance, annual leaves and coordinate with finance team for payroll - Compensation and Benefits:
o Source health insurance policies each year ensuring the best value for money, fuel cards, expense claims, ILOE
o Regularly benchmark and review total reward packages to ensure market competitiveness - Employee Engagement and Events:
o Develop 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: - Office & Facility Management:
o Oversee daily office operations, delegating and managing the admin team to ensure a clean and efficient work environment that maintains the Studio to ELE standards
o Manage and purchase of office supplies, equipment and consumables, ensuring cost effectiveness
o Coordinate with maintenance teams and Landlord agents to ensure the office is well-maintained and operational.
o Supervise the cleaning team and ensure there is cover during holidays/ sick leave - Documentation & Filing:
o Organize and maintain company records, files, and documentation, both physical and digital.
o Ensure policies and procedures are regularly reviewed and updated and being followed
o Maintain up to date records in ZOHO
o Ensure that the ZOHO system is set up to provide the best possible data and workflows for accuracy
o Keep a database of suppliers and coordinate with design/projects team to ensure libraries are up-to date - Meeting Coordination:
o Ensure meeting rooms for clients and ELE staff are tidy, scheduled and set up for meetings (e.g. Zoom), presentations
o Meets, greets and seats clients, prepares refreshments and alerts team members that their guest has arrived when the admin executive is not available/busy.
- Sales and Executive Support
o Support the Sales and Management Teams when required preparing proposals and communication between client, projects team and finance
o Perform ad hoc duties as requested by the senior leadership team
o Ensure proper processes are followed by all team members when booking travel, expenses
o Book travel and accommodation when required
o Manage enquiries from Info email and WhatsApp and input to CRM
