People Operations Administrator

Edelman is a dynamic communication and advertising agency dedicated to delivering innovative solutions to our clients. We pride ourselves on our creativity, passion for excellence, and collaborative work culture. We are seeking a talented People Operations Administrator to join our People team with a key focus on driving People Operations across the EMEA region.

The Role

As the People Operations Administrator, you will play a vital role in managing various People tasks to ensure the smooth operation of our workforce. Your responsibilities will encompass a range of administrative duties, employee support services, and close collaboration with our People Operations Team across EMEA to streamline HR processes and maintain consistency across locations.

We’re looking for a positive, thoughtful, and industrious HR professional who wants to make a firm-wide impact by contributing to a positive Edelman employee experience in our EMEA regions

 Duties include (but are not limited to):

Recruitment and Onboarding:

Coordinate the new hire orientation and onboarding activities in line with People Operations EMEA, liaising with the People teams across EMEA to ensure a seamless integration.

Respond to candidate queries relating to their new hire documentation, escalating such to the HRBP where relevant.

Ensure new hire documentation is processed in time for payroll and be on hand to manage day to day queries

Support with the onboarding induction program on a local level

Manage all onboarding formalities and liaison between new joiner, IT and EMEA Ops team

Visa and Immigration:

Manage visa process for Dubai & Abu Dhabi employees. 

Proceed DMCC visa for the new joiners located in Dubai office and book necessary appointments with DMCC office i.e. medical test, passport drop-off and collection.  

Work with local contact in Abu Dhabi on Medical insurance coverage for all staff and Twofour54 visa process for the new joiners located in Abu Dhabi.

Employee Records Management:

Maintain accurate and up-to-date employee records, ensuring alignment with HR policies and procedures established by People Operations

Collaborate with People Operations team to ensure consistency in data management and compliance with local regulatory requirements.

Responsible for local invoices and raising of purchase orders

Responsible for maintaining records and invoices for freelancers

Support with the processing of Holiday and absence for UAE and across other EMEA markets

Responsible for monthly holiday reporting and tracker updates for resourcing team

Benefits Administration:

Serve as a liaison between employees and People Operations, EMEA to address benefit-related inquiries and facilitate enrolment processes.

Manage and respond to ad hoc benefits questions and escalate when necessary.

HR Policies and Procedures:

Manage all HR letter requests with accuracy of information. 

Communicate HR policies and procedures to employees, ensuring alignment with guidelines established by People Operations.

Collaborate with local HR Business Partners to update and maintain the employee handbook and other relevant HR documentation.

Ensure all mandatory trainings are completed by employees.

Payroll support:

Manage monthly payroll cycle for full time and freelance employees and work with the finance team on monthly payroll submission. 

Provide support for holiday administration and escalating basic payroll discrepancies.

Offboarding processes

 Manage local processes such as employment verification; LOA verification; liaison with payroll, health insurances, government bodies and document filing / storage.

Manage offboarding process for all leavers.

Support with conducting exit interviews and processing termination paperwork.

Coordinate with relevant departments and EMEA People Operations to ensure smooth transitions and completion of necessary tasks, such as returning company property and updating records.

Query Management:

Managing Level 0 queries through the ServiceNow ticketing system and escalating when appropriate to the HR Business Partners

Provide support and cover for People Operations team members in periods of absence

HR Systems & Data:

Manage HR portal requests on holidays, letters and generic HR queries.

Work with Global HR payroll team to produce PeopleSoft HR Data and reports, working with HR.

General Support to the People Business Partner:

Collaborate and provide support to the People Business Partner based upon projects or activities agreed with the EMEA People Operations Lead.

Be an advocate for local best practices across EMEA.

Requirements:

Previous experience in HR administration, preferred.

Basic knowledge of local employment laws and regulations.

Proficiency in HRIS software and Microsoft Office Suite.

Excellent communication and interpersonal skills.

Strong organizational and multitasking abilities, with attention to detail.

Ability to maintain confidentiality and handle sensitive information with discretion.

Collaborative mindset with the ability to work effectively with a shared s