Administration Specialist

Role Overview

This position focuses on day-to-day HR administration and government relations support for employees and dependents. The role is based in Abu Dhabi and involves handling visa processing, documentation, employee records, statutory renewals, vendor coordination, and a range of staff support services.

Key Responsibilities

• Oversee all employee and dependent visa workflows, covering new applications, renewals, cancellations, status updates, Emirates ID processing, medical fitness, family sponsorships, and business visit visas.
• Handle labour-related paperwork such as contracts, work permits, employment offers, labour card changes, and other employment transactions, while coordinating with ICP, MOHRE, TAMM, Abu Dhabi Police, Abu Dhabi Municipality, and other authorities.
• Draft and issue HR letters and certificates, including salary certificates, employment certificates, NOCs, experience letters, visa support letters, bank letters, and similar employee documents.
• Keep employee files, personnel records, HR databases, visa records, company SIM card information, and other confidential HR data accurate and up to date.
• Arrange employee welfare services such as accommodation, transport, catering, uniforms, and related support in coordination with accommodation teams and outside providers.
• Maintain vendor coordination by managing service agreements, quotations, purchase orders, invoice checks and reconciliations, payment requests, petty cash, and Reward & Recognition voucher tracking.
• Administer the company ADNOC account, including recharge activities, Smart Tag/ADNOC Tag issuance and cancellation, and monthly usage summaries.
• Support Abu Dhabi Pension registration, employee additions and removals, monthly reporting, medical insurance administration, and banking document processing.
• Track expiry dates and ensure timely renewal of visas, Emirates IDs, passports, labour permits, insurance policies, company licences, and other mandatory documents.
• Prepare recurring reports covering HR administration, visas, accommodation, transport, pension, vendors, and related administrative functions.
• Act as the main contact for employee questions related to HR administration, documentation, government services, and general employee support.
• Ensure all activities remain aligned with UAE Labour Law, internal policies, and applicable government requirements.

Additional Information

This is a full-time on-site role in Abu Dhabi Emirate, United Arab Emirates. The position requires careful handling of confidential information, strong coordination with internal teams and external authorities, and consistent compliance with statutory and company procedures.