Workforce & Office Operations Coordinator; HR Admin​/Ops

Workforce & Office Operations Coordinator (HR Admin/Ops)

We are looking for a hands-on Workforce & Office Operations Coordinator to ensure smooth HR and office operations. You will be the backbone of our workplace, making sure employee leave is tracked accurately (
compliance ), workforce queries are resolved swiftly (
resolution ), and our physical workspace remains safe, welcoming, and engaging (
employee experience ).

This is a pivotal role for someone who enjoys being organized, proactive, and service-oriented, with a passion for creating an exceptional workplace.

1. Absence & Compliance Tracking

• Record Management: Monitor and process all leave requests (annual, sick, or special leave) in line with company policy and UAE labor laws.
• Documentation: File medical certificates or supporting documents digitally while ensuring confidentiality.
• Reporting: Maintain accurate and up-to-date leave reports.
• First-Point-of-Contact: Act as the “Help Desk” for employee HR and payroll queries, aiming for same-day resolution.
• Escalation Path: Collect all necessary data for complex issues before escalating to management for a smooth resolution.
• Onboarding/Offboarding Support: Assist with logistics for staff arrivals or departures (desk setup, access, etc.).
• Inventory Control: Perform daily pantry checks and manage ordering within the approved budget.
• Vendor Liaison: Coordinate with suppliers, resolve delivery or invoicing issues before submission to Finance.

4. Office Safety & Environment

• Facility Audits: Conduct daily walk-throughs to ensure a clean, organized, and professional office.
• Safety Coordination: Serve as the point of contact for cleaning and building maintenance; report hazards and follow up until resolved.
• Workspace Readiness: Ensure meeting rooms and shared spaces are prepared and ready for use throughout the day.

5. Employee Engagement (Monthly)

• Event Execution: Run monthly engagement activities (e.g., Happy Hours, Birthday celebrations) and ad-hoc events.
• Internal Marketing: Create engaging communications (emails, posters, Teams messages) to drive participation.
• Budget Stewardship: Track expenses against the approved budget and provide a “value-for-money” summary post-event.

• 1-3 years in HR administration, office management, or operational roles
• High attention to detail in data entry and inventory management
• Friendly, professional communication skills with a “service-first” mindset
• Tech-savvy , proficient in Microsoft Excel, and quick to learn internal tracking systems
• Comfortable managing budgets and receipts

• Resolution Speed: Employee queries acknowledged within 4 hours, resolved within 24 hours
• Pantry Uptime: Essential supplies always in stock; zero complaints about cleanliness
• Engagement Score: At least 80% team participation in monthly events

• Mission-Driven Ambition: Your work ensures our engineers and experts can focus on defending SMEs from cyber and physical threats.
• You Are a Builder: Shape and design a safe, engaging, and fulfilling workplace environment.
• A Culture of Kindness: Just as we protect our clients, we prioritize the safety, well-being, and happiness of our team.

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