Human Resources Coordinator

Reporting to the HR Supervisor with functional guidance from the HR Manager, the Human Resources Coordinator provides comprehensive HR operational support across multiple legal entities (NACL, Zamil, and ITS) and diverse business units. The role supports the full employee lifecycle, HR system transactions, payroll coordination, government platform processes, reporting, and documentation. The position operates in a complex, regulated, and dynamic environment requiring flexibility, accuracy, confidentiality, and strong coordination with line managers, employees, government platforms, and corporate stakeholders.

• Prepare, issue, and maintain HR correspondence including employment contracts, job offers, amendments, change-of-status letters, confirmations, and related documentation.

• Draft, update, and maintain Job Descriptions (JDs) in coordination with HR management and line managers.

• Process HR system transactions including recruitment activities, initiation of manpower requisitions, onboarding workflows, employee data updates, and terminations.

• Coordinate recruitment and onboarding documentation to ensure compliance with company policies, corporate requirements, and regulatory obligations.

• Support payroll administration by coordinating timesheets, adjustments, allowances, bonuses, and payroll-related data with HR management and Finance.

• Prepare HR, payroll, and manpower reports related to headcount, turnover, overtime, leave balances, and compliance requirements.

• Prepare accounting-related HR reports on a monthly, quarterly, and annual basis to support audits and internal controls.

• Renew employee contracts through the QIWA system and ensure accuracy and timeliness of contract data.

• Prepare and submit work visa applications through the QIWA system and prepare visa documentation for recruitment and onboarding processes.

• Monitor employee medical fitness reports and coordinate pre-employment and annual medical examinations with employees and approved medical providers.

• Coordinate with line managers for annual performance appraisal cycles and ensure collection, follow-up, and filing of appraisal documentation.

• Coordinate with line managers to collect, verify, and maintain employee timesheets for payroll accuracy and cost allocation.

• Maintain accurate, confidential, and audit-ready employee files through structured electronic filing systems.

• Maintain leave requests, approvals, and supporting documentation within employee files and HR systems.

• Provide day-to-day HR operational support and first-line assistance to employees and line managers across all legal entities and business units.

• Support HR management in responding to government inspections, audits, compliance reviews, and ad-hoc regulatory requests.

• Ensure HR data consistency and integrity across multiple HR systems, legal entities, and business units.

Assist with employee relations administration including documentation, disciplinary records, and grievance files.

Minimum qualifications:

• Diploma or recognized equivalent is required.

• Minimum 3 years of experience in HR administration or coordination.

• Strong knowledge of HR administrative processes and documentation.

• Proficiency in Microsoft Office applications (Word, Excel, Outlook).

• Experience working with HR systems and electronic filing platforms.

• Ability to manage multiple priorities with minimal supervision.

• Strong attention to detail and ability to maintain strict confidentiality.

• Good written and verbal communication skills.

• Basic analytical and reporting skills.

Preferred Qualifications:

• Bachelor's degree or higher education in Human Resources, Business Administration, or a related field.

• 5 years of experience working in multi-entity or regulated environments.

• Familiarity with Saudi labour regulations and government HR platforms such as QIWA and Muqeem.

• Previous experience supporting payroll processes and audits.

• Professional HR certification is an advantage.