HR Admin

Overview

HR Admin Jobs in Dammam, Saudi Arabia at Caliberly

About the job HR Admin Human Resources (HR) Administrator – Recruiting Operations, Visa & Mobilization

The HR Administrator – Recruiting Operations, Visa & Mobilization is responsible for executing all administrative, coordination, and data management activities supporting recruitment, workforce mobilization, and global mobility.

This role enables the Recruiter and Operations teams to hire and deploy talent quickly by ensuring structured processes, accurate workforce data, timely documentation, and seamless coordination across stakeholders.

The position is highly execution-focused and plays a critical role in reducing hiring cycle time, improving workforce visibility, and ensuring compliance with applicable immigration, labor, and mobilization requirements across the organization’s global operations.

Reporting Status

Operations Vice President

Works Closely With

• Recruiter
• Senior HR Manager / HR VP
• Government Relations Officer
• VP of Operations
• Operations Manager
• Project Coordinators
• Project Managers
• Finance (Payroll)
• HR Coordinator

Supervisor Responsibility

None

Position Responsibilities & Accountabilities
1. Recruitment Operations & Coordination (Primary Support to Recruiter)

• Support the Recruiter by creating and maintaining requisition files, obtaining approvals, and tracking logs. This role will act upon the Recruiter’s guidance.
• Draft and post job advertisements based on the Recruiter’s input, when required.
• Maintain ATS or recruitment tracking spreadsheets with 100% data accuracy.
• Assist the Recruiter by scheduling interviews and coordinating calendars across stakeholders.
• Prepare and distribute interview kits, CV packs, and evaluation forms.
• Track interview feedback and follow‑up actions until closure.
• Collect approvals and manage signature processes (Senior HR Manager / VP Operations).
• Assist the Recruiter in tracking:
  • Offer acceptances
  • Offer declines
  • Candidate pipelines

2. Mobilization & Deployment

Coordinate end‑to‑end mobilization activities for each hire, including:

• Signed employment contracts
• Medical examinations upon arrival in KSA
• Technician Qualification Checklist Training
• Travel booking requests
• Coordination with Project Managers to confirm mobilization dates
• Tracking deployment readiness against project deadlines
• Coordinating demobilization logistics and status updates

3. Visa, Immigration & Global Mobility

• Own and maintain the end‑to‑end visa tracker (
  Data Owner
  ).
• Prepare and submit visa documentation.
• Coordinate with the Government Relations Officer and ASMACS.
• Track:
  • Visa status
  • Iqama issuance
  • Expirations and renewals
  • Entry/Exit permits
• Assist employees and transferees with:
  • Local onboarding
  • Immigration requirements
  • Banking setup
  • Workforce mobilization requirements
• Proactively flag risks including:
  • Delays
  • Expirations
  • Missing documentation

4. Workforce Data, Tracking & Dashboard Inputs

Maintain a real‑time workforce master tracker including:

• Open roles
• Candidates in process
• Mobilized personnel
• Visa status
• Contractor pool availability

Reconcile Data Across:

• Recruiter pipeline
• Project demand
• Visa tracker

Prepare Structured Inputs for Dashboards & KPIs:

• Headcount vs. demand
• Time‑to‑fill tracking
• Mobilization status
• Ensure data integrity and audit readiness.

5. Process, SOP & Discipline Creation

Build and maintain:

• Recruitment workflow SOPs
• Mobilization checklists
• Visa processing SOPs

Standardized Templates:

• Requisition forms
• Status reports
• Mobilization & Safety Certifications
• Ensure process compliance across all stakeholders.

6. Stakeholder Coordination & Follow‑Up Discipline

• Act as a process enforcer, not a decision‑maker.
• Upon the Recruiter’s request, relentlessly follow up on:
  • Interview feedback
  • Approval delays
  • Missing documents
• Escalate bottlenecks early, especially to the Senior HR Manager.

7. Risk, Quality & Compliance

• Ensure all recruitment, visa, and mobilization activities comply with company policies, regulatory requirements, and internal procedures.
• Proactively identify process gaps, missing documentation, and compliance risks, escalating issues when necessary.
• Enforce adherence to defined workflows, checklists, and approval processes.
• Maintain accurate, complete, and audit‑ready records for recruitment, visa, and workforce data.
• Support continuous…

Title: HR Admin

Company: Caliberly

Location: Dammam, Saudi Arabia

Category: