HR Specialist
Jacobs
Total years of experience :10 years, 0 Months
Initiating Onboarding:
•Sending a comprehensive introduction email upon offer acceptance to collect necessary information and documents to kickstart the onboarding process.
•Reviewing signed documents and forwarding them to the PR team for verification and attestation.
Welcome Communication:
•Distributing a welcome email detailing company policy, employee ID issuance, potential delays in processing, contact points, timesheet procedures, payroll dates, applying for salary advances, handling letter requests, utilizing the acclaiming app for reimbursements, and managing bank payments.
First Day Arrangements:
•Sending out the official "First Day" email to relevant departments such as IT, facilities, and the PR team to coordinate the new hire's start date.
•Designating a buddy to assist new hires during their initial days.
Ongoing Communication and Support:
•Maintaining regular communication with the manager to address any concerns or queries.
•Connecting new hires with IT personnel for hardware and software setup.
•Addressing new hire questions and conducting pulse checks until the 40-day mark.
•Providing continuous updates on hotel accommodations, visa processes, and encouraging the use of the help hub for HR-related queries.
Training and Integration:
•Virtually delivering presentations or demonstrations for new hires.
•Ensuring the completion of onboarding training.
Audit and Documentation:
•Conducting audits for work location changes, updating work schedules for timesheets, verifying salary allowances, hardships, and ensuring correct line manager details.
•Sending charge code emails to the project accountant for new joiners/transfers to submit timesheets.
Transfers
•Managing the transition from Jacobs UAE to Jacobs Saudi, coordinating with IT, payroll (EOS), facilities (ID), travel (flights), and HR (system updates).
•Updating various trackers on the current onboarding process, ETA, ticket details, and accommodation confirmations.
Aftercare and Continuous Support:
•Implementing an onboarding aftercare program, including weekly check-in calls for new hires.
Comprehensive Onboarding Oversight:
Providing a welcoming embrace to new hires and guiding the implementation of the engagement strategy throughout their onboarding process.
Overseeing the entire onboarding process from start to finish to ensure new team members have a positive experience and transition smoothly into their positions.
Collaborative Support Coordination:
Collaborating effectively with support teams, including Recruitment, PR, and Travel, to streamline the employee end-to-end process and enhance overall efficiency.
Engagement Monitoring:
Monitoring and reporting on new hire engagement and satisfaction levels, utilizing insights to continually enhance the onboarding experience.
Continuous Improvement Initiatives:
Proactively identifying opportunities for improvement within the onboarding process and providing insightful recommendations to management for optimization.
Central Point of Contact:
Acting as the primary point of contact for both hiring managers and newly hired employees, ensuring clear communication and a smooth onboarding journey.
Transparent Reporting:
Delivering regular reporting and project updates to the team lead and/or senior management, maintaining transparency on onboarding progress.
Service Excellence:
Ensuring a positive employee experience by consistently delivering a high level of service and maintaining prompt response times to inquiries and concerns.
Work closely with managers to gain a comprehensive understanding of the company’s hiring needs for each position, and meet competitive hiring goals and expectations
Manage the full recruiting lifecycle across a variety of open roles helping management find, hire, and retain quality talent
Facilitate the offer process by extending the offer and negotiating employment terms
Conducting employee orientation and facilitating newcomers joining formalities
Coordinate with clients on their requests, handle all the security pass documentation for sites, apply medical report on ADNOC seats website, overseeing client contracts.
Communicate with external suppliers and new hires to ensure all required documents are available.
Coordinate and execute end to end immigration processes to our new hires and their dependents providing quick, efficient, and reliable services for all Government related tasks such as employment permits, entry visas, medical examinations, emirates ID, etc.
Communicating with external travel partners for travel arrangements, airport collection and accommodation for new-hires all while optimizing cost and ensuring timely joining of new employees.
Coordinating with hiring managers and other departments to confirm that employee related services are in place (Company ID badges, workspace, orientation, safety training, etc.)
For employees hired externally, coordinate and facilitate relocation support including analyzing the requirements such as duration of covered accommodation, and liaising their travel, temporary accommodation, and other relocation benefits administration.
Conduct exit interviews to identify reasons for employee’s termination/resignation.
Process cancellations for departing employees and assist in organizing an efficient exit process.
Collaborate with Finance on undertaking letters and managing end-of-service benefits/gratuity payments.
Tracking and maintaining new-hire numbers to report to line manager.
Develop and execute recruitment strategies and procedures.
Collaborate with hiring managers to understand staffing needs and job specifications.
Utilize job boards and social media platforms to source potential candidates.
Employ various recruitment tools such as assessments and case studies to evaluate candidates' skills where applicable.
Conduct phone, Skype, or in-person interviews.
Foster transparent and positive relationships with recruitment vendors, offering timely feedback on resumes and interview outcomes, and giving advance notice for candidate requests.
Draft and finalize employment agreements.
Oversee and facilitate the visa process for internal hires and external contractors.
Manage the onboarding process and lead induction sessions for new employees.
Prepare new hire documentation, ensuring compliance with relevant regulations.
Maintain comprehensive records of interviews and new hires.
Meet and exceed key performance indicators (KPIs).
Provide regular recruitment updates and compile reports as needed, both periodically and on an ad hoc basis.
• Screening resumes from the work registered job portals.
• Reviewing resumes sourced from job portals.
• Conducting both in-person and phone interviews with applicants
• Cultivating relationships with internal and external stakeholders to meet staffing objectives.
• Generating timely reports on recruitment activities
• Managing onboarding procedures for internal staff and client contractors, such as visa processing, insurance, bank account setup, IT provisioning, welcome communications, and orientation
• Distributing and collecting onboarding documentation and serving as a resource for related inquiries
• Managing check-in counters and aiding in passenger boarding, as well as assisting transit passengers and resolving their inquiries with professionalism and efficiency. Delivering exceptional customer service consistently.
• Arranged solutions for customers with delinquent amounts, who were unable to fulfill their financial obligations. Followed policies and procedures to assist customers with credit related issues.
• Reviewed and analyzed financial situations and arranged repayment programs within procedural criteria. Communicated with delinquent customers to obtain payments on credit card accounts via written and/or electronic correspondence along with telephonic follow up.
• Contacted creditors, employers, and public sources of information to obtain customer data
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