HR & Office Manager

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:

1. 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.

2. 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

3. 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

4. Employee Engagement and Events:

o Develop a budget and calendar for Organization events and team building activities

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:

1. 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

2. 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

1. 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.

2. 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