HR & Administration Office Coordinator

Industry: Construction, Turnkey Fit-Out, Carpentry \& Joinery Manufacturing, Tendering \& Contracting
Location: Oman
Experience Required: 10+ Years in Oman (Construction / Turnkey / Interior Fit-Out Sector)

Position Summary

The HR \& Administration Office Coordinator is responsible for managing all Human Resources, Administration, Office Operations, Government Relations, Employee Welfare, and Tendering Department Coordination activities across the organization. The role supports multiple business divisions including Construction, MEP, Interior Fit-Out, Carpentry \& Joinery Manufacturing, Aluminum \& Glass, and Turnkey Projects.

The candidate must possess extensive experience in Oman labor laws, visa processing, government documentation, employee relations, tender administration, office management, and coordination with project teams and senior management.

Key Responsibilities

1. Human Resources Management

• Manage end-to-end recruitment process for technical and non-technical staff.
• Coordinate manpower planning with department heads.
• Prepare employment contracts, offer letters, and HR documentation.
• Maintain employee records and HR database.
• Handle onboarding and induction programs.
• Monitor employee probation, confirmations, and performance reviews.
• Coordinate annual leave, attendance, overtime, and timesheets.
• Support payroll preparation with Finance Department.
• Handle employee grievances and disciplinary procedures.
• Ensure compliance with Oman Labour Law and company policies.

2. Administration \& Office Management

• Manage daily office operations and administrative activities.
• Supervise office assistants, drivers, and support staff.
• Control office supplies, inventory, and procurement.
• Coordinate travel bookings, accommodation, and transportation.
• Manage company assets, vehicle registrations, and insurance.
• Organize meetings, boardroom schedules, and company events.
• Maintain corporate records and document control systems.
• Ensure smooth communication between departments.

3. Government Relations \& Compliance

• Coordinate with:
• Ministry of Labour
• Royal Oman Police
• Ministry of Commerce, Industry and Investment Promotion
• Oman Chamber of Commerce and Industry
• Process:
• Employment visas
• Labor clearances
• Resident cards
• Company registrations
• Commercial licenses
• Municipality approvals
• Ensure all company licenses and permits remain valid.

4. Tendering Department Coordination

• Coordinate with Tendering Manager and Estimation Team.
• Receive and register tender inquiries.
• Maintain tender log and submission schedules.
• Collect quotations from suppliers and subcontractors.
• Coordinate documentation required for tender submissions.
• Maintain prequalification records.
• Prepare bid submission checklists.
• Ensure compliance with tender requirements and deadlines.
• Track tender status and management reports.

5. Construction \& Project Administration

• Coordinate project mobilization and manpower deployment.
• Maintain project documentation and correspondence.
• Support project managers with staffing requirements.
• Coordinate site access permits and project administration.
• Manage subcontractor documentation and approvals.
• Track project manpower allocations.

6. Carpentry \& Joinery Factory Administration

• Maintain labor attendance records.
• Coordinate recruitment of carpenters, machine operators, and supervisors.
• Support production team with administrative requirements.
• Manage factory employee records and welfare programs.
• Coordinate training and safety documentation.

7. Employee Welfare \& Accommodation Management

• Manage staff accommodation and transportation.
• Coordinate medical insurance and employee benefits.
• Organize employee welfare activities.
• Resolve accommodation and transport-related issues.
• Ensure compliance with HSE and welfare standards.

Reporting Structure

Reports To:

• General Manager
• Operations Director
• HR Manager (if applicable)

Coordinates With:

• Tendering Department
• Project Managers
• Finance Department
• Procurement Department
• Factory Manager
• Site Engineers

Required Qualifications

Education

• Bachelor's Degree in:
• Human Resources
• Business Administration
• Commerce
• Management

Experience

• Minimum 10 years experience in Oman.
• Minimum 5 years in Construction / Turnkey Projects.
• Experience handling 100+ employees preferred.
• Experience with carpentry/joinery factory operations preferred.
• Experience in tendering administration mandatory.

Technical Skills

• Strong knowledge of Oman Labour Law.
• Experience with visa processing and government portals.
• Microsoft Office Suite (Advanced Excel, Word, PowerPoint).
• ERP Systems (SAP, Oracle, Odoo, ERPNext preferred).
• Document Management Systems.
• Tender Management Platforms.

Core Competencies

• Leadership \& Team Coordination
• Communication Skills
• Problem Solving
• Time Management
• Documentation Control
• Confidentiality \& Integrity
• Multitasking Ability
• Negotiation Skills
• Government Liaison Expertise
• Tender Administration Expertise

Preferred Candidate Profile

• GCC experience candidate.
• Fluent in English.
• Arabic speaking is an advantage.
• Valid Oman Driving License preferred.
• Experience in Construction, Fit-Out, Carpentry, Aluminum \& Glass, and MEP projects.
• Strong network with suppliers, subcontractors, and government authorities in Oman.

Pay: RO300.000 - RO800.000 per month

Work Location: In person