HR Coordinator

Date posted 10.10.2016

Ref number 352065

Job Details
Location Bahrain - Manama
Number of Vacancies 1
Career Level Mid Level
Minimum Experience Not Specified
Minimum Education Level Not Specified
English Level Advanced
Special Requirements
Excellent computer skills including experience with Excel and Outlook.
Familiarity with HR system, or the ability to learn new computer software quickly.
Ability to manage confidential information in a deadline driven environment.
Any payroll experience preferred.
The HR Coordinator will report directly to the Human Resources Executive. The duties of the HR Coordinator are to:
Answer telephone and email messages and responding in a timely manner
Manage existing associate files and create new ones as needed.
Greet internal & external guests in a friendly and professional manner.
Be aware of and keep all forms for the department.
Keep record of all the Associates leave.
Maintain monthly update of Associates birthday.
Review all outgoing mail.
Undertakes duties of a general nature or additional tasks as may be required fr om time to time by DHR
Administering the probationary review time periods
Handle staff ticketing and travel documents.
Arranging new & renewal CPRs (Smartcard) for staff and their families.
Coordinate with the DHR for new and existing Associates with all matter related to health insurance, GOSI.LMRA, Ministry of Labour and other comparable tasks.
HR related outside campus works to be done sometimes.
Accommodation list and allocate the associate by categories.
Responsible of accommodation flat and locker keys.
Take personal responsibility for ensuring effective flow and administration of all administration including but not limited to employee certificates, file notes, payroll, departmental signature folders, bank letters, opening of new bank accounts.
Take personal responsibility for ensuring that all staff personnel files are up-to-date at all times and that the filing room is kept tidy at all times in conjunction with the Human Resources Executive.
Prepare all new Starter packs for new joiners.
Ensure that new staff acknowledge, understand and sign the full starter’s document package latest on their last day of immersion.
Administer pride pin and name tag distribution as well as staff ID for all new staff members on the first day of employment.
Enter all new staff members in HRIS within 1 day.
Ensure that up-to-date, correct contact details are recorded in the HRIS for all staff at all times, including email and mobile numbers. Actively update this information weekly.
Administer all administrational changes, internal transfer communication and change of contract letters in timely manner.
Take full responsibility for ensuring that changes of status data (i.e transfer, promotions and salary changes) are maintained and documented once the change of status is initiated for the end of month statistics.
Prepare change of status documents, changes to contract letters and the announcements of staff movement same day from the request.
Ensure that staff members receive their requested documents within 3 days from the request. Including, but not limited to bank letters, visa letters, and salary letters.
Handle the leaver’s process for all Staff members.
Ensure the resignations and terminations and handled accordingly.
Take ownership for scheduling line level Staff exit interviews. Schedule senior management exit interviews with either HR & Training Manager.
Assist staff members in making appointments with DHR and schedule directly to the diary. Ensure that DHR is aware of any urgent requests / emergencies concerning staff immediately from being notified / becoming aware.
Administer the staff members’ birthday celebrations including birthday cards, daily & monthly announcements.
Manage all notice-boards daily and ensure they display current and relevant information.
Send all correspondence regarding additional Staff dining requests to the Staff dining supervisor and cross reference the figures presented on the invoice each month.
Proactively engage and bond with staff members in all departments and use the information to come up with innovative and effective ideas for staff relations, retention and benefits.
Execute ideas together with the Human Resources team but take lead in ensuring the projects reach completion.
Ensure all staff files are kept up-to-date at all times and that filing is done weekly in order to comply with the Wyndham standards.
Conduct exit interviews with assistance from the Human Resource Executive when required.
Liaise with the HR team to ensure that all office supplies are ordered in a timely manner.
Take full responsibility for HRIS administration and ensure that all staff members are on both systems within the same day from starting at the hotel.
Upon request from HR Executive or DHR update the notice boards and TV screens in the Staff Dining Room weekly with new initiatives and news. Source and liaise with all staff to generate ideas for the board and periodically source input from managers.
Any other duties directed by the DHR.
Take full ownership for all flight bookings for vacations for all staff members. Become an expert in vacation calculations and ensure that all vacation requests are correctly filled before being forwarded for approval of DHR and Dir of Finance.
Ensure cost effective tickets are secured and hotel resources are not wasted.
Ensure that 3 quotes are sourced for all flights being booked by the hotel.
Establish a strong relationship with all 3rd party travel agencies and ensure that frequent airline miles are secured for the hotel with all airlines.
Proactively assist the staff members in their travel arrangements and provide options to staff members at all times. Ensure that staff members understand and are fully engaged in the process of their vacation ticket bookings.
In situations wh ere staff members is required to pay a difference / or for extras – ensure that the payments are done to the Paymaster prior to releasing the ticket.
Assist the HR Executive by being actively involved in the Housing Committee, contributing to the meetings, ensuring follow up and writing the minutes.

Support the recruitment process of associates by screening all line level associate applications.
Telephone interviews or in person interviews for line level associates.
Reference check to be done for all and provide feedback on the candidates to the HOD’s and the DHR.
Check good conduct letter.
Supporting in completion of job application materials and documents, and preparation of employment interviews and tests.
Preparing offer and contracts of employment
Headcount and Reports:
Prepare monthly report and statistical related to HR & Admin for HR & Training Manager.
Ensure that any additional reports that fall within the scope of the HR Coordinator are accurate and delivered in a timely fashion to DHR
Salary and Allowance
Salary Negotiable
Employment Visa Provided
Transportation Negotiable
Housing Negotiable
Medical Insurance Negotiable
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About Company

Company Size Over 200 Employees

On GULF Market Over 10 Years

Company Type Direct Employer

HR Coordinator



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