HR Executive
The First Group
Total years of experience :16 years, 6 Months
• Prepare the various HR letters as required by the employees such as salary transfer letter, salary loan letter and experienced certificate.
• Prepares offer letter for Dubai based candidate and for satellite offices.
• Review new hire forms, acquired approvals and update recruitment tracker.
• Handling the entire on boarding process, such us preparation of new starter joining kit, employee ID card, new starter induction and send out new starter email.
• Handling the entire exit process, such as issuing of termination letter, employee clearance form, exit interview and send out leaver email.
• Handling Group Medical Insurance of the company to make sure all new employees are added, necessary renewals/cancellation are performed for existing employee and their dependents.
• Coordinate with insurance company and making sure all medical expense reimbursement is process in a timely manner and pre approval requirements.
• Coordinate with the bank to assist new employees opening a bank account and process online bank application for employees with below 5K salary.
• Hires new employee in the HRMS, assigned employee code and making sure all details are correct.
• Review employee corrective measures and record them in the HRMS.
• Handling employee data base (both in soft forms and file management)
• Maintain status of offer letter tracker, medical insurance and claim tracker, bank applications tracker and employee profile tracker.
• Maintain and update assigned task process note.
Duties and Responsibilities: Payroll Officer
• Process payroll, annual leave settlement and end of service gratuity.
• Tracking attendance and calculate deduction for tardiness and absents.
• Books and keeps track of cash advances of employee.
Duties and Responsibilities: Personal Assistant
• Manage and coordinate CEO family needs.
• Coordinates CEO schedule and business meeting with Managers and other official functions.
• Prepares business letters as per CEO instruction.
• Take minutes of the meeting.
• Overseeing the head office day-to-day operations.
• Coordinating with respective departments for Property and F&B Division.
Duties and Responsibilities: HR & Admin Officer
• Working closely with departments, assisting line managers to understand and implement policies and procedures that are set forth in the company.
• Promoting equality and diversity as part of the culture of the organization through monitoring that regular appraisals & warnings are carried out by Line Managers before action of any kind is taken.
• Liaising with a wide range of people involved in policy areas such as staff performance and health and safety, using the guidelines provided by company. Recruit Staff -by liaising with Line Managers & advertising their needs after CEO approval.
• Ensuring policies on issues such as working conditions, performance management, equal opportunities, disciplinary procedures and absence management are being met by all Managers.
• Preparing staff handbooks& ensuring their files contain a signed copy of understanding.
• Tracking attendance, maintaining leave records, overtime records and recording in system.
• Monitoring expiries of passport, residence visa, labour permit, emirates id of employee and CEO family.
• Liaising and coordinating with PRO regarding new visa application, visa renewal and visa cancellation processing.
• Advising on pay and other remuneration issues, including promotion and benefits;
• Maintain everybody’s Personnel Files, make sure its complete, visa renewals are checked & leaves/ suspensions/ overtime are recorded.
• Dealing with grievances and implementing disciplinary procedure through Managers;
• Developing with line managers HR planning strategies which consider immediate and long-term staff requirements;
• Handling all Admin related tasks as instructed by CEO to ensure smooth running of department & company.
• Managing and maintaining contracts, personnel files and other employee information.
• Preparing salary certificate, NOC and experienced letter.
• Updating the passport in and out monitoring
• Discuss and resolving day-to-day HR problems and issues.
• Maintain a high degree of confidentiality when dealing with applicants and employee matters related to the HR and Admin function.
• Represent the company in MOL for labour dispute in the absence of PRO.
• Process work permit and residence visa on line.
• Process work permit cancellation and residence visa cancellation.
• Prepares checklist of event booking requirements for distribution to operation and client.
• Gather information on each project to achieve quality event productions.
• Preparing proposals for client presentation.
• Coordinate appointments and scheduling of events on the calendar.
• Sourcing out materials, supplies, talents, equipment and other items needed for the project.
• Coordinating suppliers, handling client queries and troubleshooting on the day of the event to ensure that all runs smoothly.
• Explain policies and procedures to clients.
• Opens and secures facilities or directly interacts with third party contractors and before and after events.
• Ensure regular, professional, accurate communication with clients.
• Maintaining database and payment reports.
• Liaise with Finance - amendments in Invoice/aging statements/payments/balance payment invoice.
• Prepares - Quotation, Invoice and Receipt and Payment Voucher.
• Acting as the primary contact for company’s suppliers and buyer’s, local and international in terms of shipment, documentation and payment.
• Coordinate with clearing agent/transporter regarding which materials to be taken out from port and warehouse.
• Preparing B/L instruction and confirming the draft B/L after verifying the correct manifest details as per customer requirements.
• Assuring all original documents negotiated on time 5 days before the vessel reached the destination port.
• Maintain and manage customer database with complete details and requirements.
• Maintain record of office documents; sort; labels; files; retrieve documents and other official communication.
• Monitoring of inbound and outbound shipments, local and international.
• Sending and receiving shipping documents ( Bill of Lading, Commercial Invoice, Packing List and Country of Origin)
• Maintain and monitor of stock list.
• Manage administrative function involve in overall day to day management of the office.
• Search lead sources for sales representatives.
• Analyze sales information and develop reports for sales reps and other managers
• Coordinate and assist customers in meeting their property requirements.
• Provide assistance to marketing and sales team in administrative functions.
• Assist marketing in preparing sales strategies.
• Maintain and manage customer database with complete details
• Answers and screens telephone calls
• Maintains record of office documents; sorts; labels; files; retrieve documents and other official communication;
• Safekeeping of business contracts and important documents
• Coordinate Manager’s schedule and business meetings with clients and other official functions
• Organize business itineraries travel arrangement and hotel bookings
• Receives curriculum vitae of applicants and arranges schedule of interview
• Prepares monthly attendance
• Prepares business letters
• Coordinates business transactions with clients, visitors and business partners
• Manages mails and distributes it to concerned staff
• Prepare reports of all inquiries for every advertisement
Bachelor of Science in Business Administration