HR Admin

Human Resources (HR) Administrator – Recruiting Operations, Visa & Mobilization

Position Summary

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

The HR Administrator – Recruiting Operations, Visa & Mobilization reports to the 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

• 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
• 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
• 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
• 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.
• Process, SOP & Discipline Creation

Build and maintain

Standard Operating Procedures (SOPs)

• Recruitment workflow SOPs
• Mobilization checklists
• Visa processing SOPs

Standardized Templates

• Requisition forms
• Status reports
• Mobilization & Safety Certifications
• Ensure process compliance across all stakeholders.
• 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.
• 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 improvement by identifying inefficiencies and ensuring corrective actions are implemented.

Authorities & Decision-Making Limits

Authorized To

• Maintain and update recruitment, mobilization, visa, and workforce tracking systems.
• Coordinate with employees, hiring managers, government relations representatives, vendors, and service providers for administrative and operational matters.
• Prepare, review, and process recruitment, onboarding, visa, and mobilization documentation within assigned responsibilities.
• Follow up on approvals, documentation, and process compliance requirements across stakeholders.
• Escalate delays, compliance concerns, data discrepancies, and operational risks to management.

Not Authorized To

• Approve employment offers.
• Approve compensation changes.
• Approve financial commitments.
• Approve contracts.
• Approve policy exceptions unless specifically delegated by management.

Qualification Requirements & Skills

Education

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

Experience

• 3–5 years of experience in HR operations, recruitment coordination, workforce administration, or project-based environments.
• Experience supporting industries such as:
• Engineering
• Oil & Gas
• Construction
• Manufacturing

is strongly preferred.

• Proven experience coordinating high-volume recruitment, mobilization, or workforce logistics in fast-paced environments.
• Familiarity with:
• Visa processing
• International assignments
• Workforce mobilization
• Global mobility requirements across multiple jurisdictions

Knowledge & Skills

• Proven ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Working knowledge of:
• Labor regulations
• Immigration processes
• Compliance requirements relevant to international workforce deployment
• Strong administrative, organizational, and follow-up skills with close attention to detail.
• Strong communication skills with the ability to follow up effectively with employees and managers.
• Ability to work effectively in a dynamic, multicultural, and fast-paced global environment.
• Fluency in English is required.
• Knowledge of Arabic is considered an asset.

Physical Demands / Work Environment

The physical demands and work environment characteristics described here represent those that an employee must meet to successfully perform the essential functions of this role. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

Physical Demands

While performing the duties of this position, the employee is occasionally required to:

• Stand
• Walk
• Sit
• Use hands to finger, handle, or feel objects, tools, or controls
• Reach with hands and arms
• Talk and hear

The employee may occasionally lift and move up to 25 pounds .

Specific vision abilities required include

• Close vision
• Distance vision
• Color vision
• Peripheral vision
• Depth perception
• Ability to adjust focus

Work Environment

Work is primarily performed in an office setting where the noise level is generally low to moderate.

The employee may occasionally be exposed to moving mechanical parts or operational environments while supporting project coordination activities.

In such environments

• Noise levels may be higher.
• Appropriate safety measures may be required.

Employee Acknowledgement

I hereby confirm that I fully understand the responsibilities outlined in this Job Description and accept full accountability for performing these duties in accordance with applicable local labor laws, jurisdictional regulations, and the company's established work rules.

I further commit to

• Adhering to all corporate policies and the Integrated Management System (IMS).
• Maintaining active awareness of global Quality, Environmental, and Health & Safety (QHSE) objectives.
• Completing all mandatory compliance training associated with the role.
• Applying my best efforts, skills, and knowledge to meet organizational goals.
• Upholding the company's integrated quality standards.

Apply now!