HR Executive – Recruitment & Onboarding Support

Job Summary

The HR Executive will support various recruitment and onboarding processes, coordinate documentation for new hires, and ensure compliance with HR procedures. The role also includes critical responsibility for maintaining hardcopy personal files of employees, both active and inactive, to ensure audit readiness and document integrity.

Key Responsibilities

• Recruitment Coordination:
  
  

Assist the recruitment team in conducting interviews by coordinating logistics, printing required materials, and handling documentation.

Conduct timely follow-ups with shortlisted candidates through phone calls within 1 working day to ensure interview schedules and joining confirmations are well managed.

• Onboarding Support:
  
  

Facilitate the onboarding process for new hires, including Offer Letter issuance, ATA preparation, and Visa application processing.

Provide support for onboarding activities for Sharaf Electronics and Sharaf DG, ensuring a smooth and professional experience for new employees.

• Document Handling & Interdepartmental Coordination:
  
  

Photocopy and organize all documents submitted by new joiners, such as passports, visas, educational certificates, and employment letters, within 1 working day.

Submit the necessary documents promptly to the Payroll, Medical, and Insurance teams as per internal timelines.

• Process Compliance:
  
  

Ensure all HR operational activities are completed within defined timelines and standards.

Participate in monthly audits conducted by the HR Manager and contribute to maintaining a high compliance score.

• Employee File Management (Hard Copy) – Critical Responsibility:
  
  

Maintain accurate and complete hardcopy personal files for all employees—both active and inactive—as per HR policy.

Create physical files for all new joiners within 2 working days of their joining date.

Track the movement of employee files (In/Out) using a reliable register or system to prevent any misplacement or delay.

Ensure files are audit-ready and contain all relevant documents in proper order, supporting internal compliance efforts.

Key Performance Indicators (KPIs)

Timely completion of onboarding and recruitment support tasks.

Accuracy and timeliness of document submission to internal departments.

Compliance with audit requirements and internal process timelines.

Timely creation and maintenance of employee personal files.

Requirements

Qualifications & Experience:

Bachelor’s degree in Human Resources, Business Administration, or a related field.

1–2 years of relevant experience in HR operations, onboarding, or recruitment support.

Prior experience in document control or personal file management is a plus.

Key Skills & Competencies

Excellent organizational and coordination skills

Strong attention to detail and a proactive approach

Good communication skills, both written and verbal

High level of confidentiality and integrity

Proficiency in Microsoft Office and basic office equipment usage (copiers, scanners, printers)