Human Resources Executive

Job Description

1. Attendance & Duty Timing

• Monitor the daily attendance of approximately 250 employees.
• Check staff reporting times, late arrivals, absences, early departures and attendance irregularities.
• Coordinate with Station In-Charges / Supervisors regarding missing or absent employees.
• Maintain accurate attendance records for monthly payroll processing.
• Monitor employee duty timings, weekly offs and shift schedules.
• Ensure overtime and attendance information submitted by supervisors is accurate.
• Follow up on repeated absenteeism, lateness and attendance-related issues.

2. Leave Management

• Manage all employee annual leave, emergency leave, sick leave and unpaid leave requests.
• Maintain an updated leave tracker for all employees.
• Check leave eligibility and available balances before processing approvals.
• Coordinate leave schedules with Operations to avoid manpower shortages.
• Ensure employees return to duty on the approved date.
• Follow up on employees who extend leave without approval.
• Maintain proper documentation for all approved leave.

3. Payroll & Salary Coordination

• Prepare and verify monthly HR inputs required for payroll.
• Coordinate attendance, overtime, deductions, leave and other salary-related information.
• Handle employee salary queries and discrepancies.
• Maintain records of salary advances and employee deductions.
• Process salary advance requests according to company policy and Management approval.
• Ensure approved deductions and advances are correctly reflected in payroll.

4. Employee Welfare & Staff Relations

• Act as a key point of contact for employee concerns and HR-related queries.
• Regularly communicate with employees and understand workplace concerns.
• Handle staff welfare matters professionally and confidentially.
• Coordinate employee accommodation, transportation or other welfare matters where applicable.
• Help resolve workplace conflicts between employees and supervisors.
• Maintain a healthy relationship between employees, supervisors and Management.
• Identify recurring staff concerns and bring important matters to Management’s attention.

5. Employee Discipline & Performance

• Monitor employee discipline, attendance and workplace behaviour.
• Handle warning letters, show-cause notices and other disciplinary documentation.
• Maintain proper records of disciplinary actions.
• Coordinate with supervisors regarding repeated performance or behavioural issues.
• Ensure disciplinary procedures are properly documented and consistently followed.
• Escalate serious employee matters to Management.

6. Recruitment & Manpower

• Coordinate recruitment based on manpower requirements from different departments and locations.
• Post vacancies, screen CVs and conduct initial interviews.
• Coordinate interviews with department heads and Management.
• Maintain a database of potential candidates for frequently required positions.
• Assist with manpower planning and replacement requirements.
• Coordinate joining dates and ensure positions are filled within the required timeframe.

7. Employee Onboarding & Offboarding

• Manage the complete onboarding process for new employees.
• Collect and verify required employee documents.
• Coordinate employment documentation and internal approvals.
• Conduct basic HR orientation for new employees.
• Ensure new employees understand company rules, duty timings, attendance requirements and leave procedures.
• Manage resignations, terminations, clearance and exit procedures.
• Coordinate final settlements with Accounts and Management.
• Conduct exit interviews where required.

8. HR Documentation & Employee Records

• Maintain complete and updated employee files for approximately 250 employees.
• Monitor document expiry dates and coordinate renewals in advance.
• Ensure employee information remains accurate and confidential.

9. UAE Labour Compliance

• Maintain working knowledge of UAE Labour Law and standard HR practices.

10. Branch / Station HR Coordination

• Regularly coordinate with Station In-Charges and Supervisors regarding staff issues.
• Visit company locations when required to address attendance, employee welfare, discipline or other HR matters.
• Verify employee-related issues directly at the operational level rather than relying only on reports.
• Ensure HR policies are consistently implemented across all company locations.

Candidate Requirements

• Minimum 3–5 years of HR experience, preferably within the UAE.
• Experience handling a workforce of 100+ employees is strongly preferred.
• Previous experience in companies with multiple branches, service centres, construction, facilities management, automotive, retail, hospitality or other manpower-intensive operations will be an advantage.
• Good knowledge of UAE Labour Law and HR procedures.
• Strong experience with attendance, payroll coordination, leave management and employee relations.
• Ability to handle blue-collar and white-collar employees professionally.
• Strong communication and conflict-resolution skills.
• Must be organised and capable of managing multiple employee matters simultaneously.
• Strong follow-up skills and attention to detail.
• Good knowledge of MS Excel and HR reporting.
• Ability to maintain confidentiality when dealing with employee information.
• Must be willing to visit branches/stations when required.
• Valid UAE Driving Licence is mandatory.

Key Performance Indicators (KPIs)

Performance will be measured based on:

• Accuracy of attendance and payroll inputs
• Reduction in attendance and duty-timing irregularities
• Effective leave planning and management
• Timely resolution of employee concerns
• Employee welfare and retention
• Recruitment turnaround time
• Accuracy of employee records and documentation
• Timely renewal of employee documents
• Proper management of salary advances and deductions
• Handling of disciplinary matters
• HR compliance
• Responsiveness to Management and operational requirements
• Overall efficiency of HR operations across the company