Job Description
We are seeking an organized and detail-oriented Operations Services Support Specialist to support overseas candidate visa processing, recruitment coordination, and HR operations. The role involves working closely with recruitment teams, HR departments, travel coordinators, and external agencies to ensure smooth candidate onboarding and compliance with applicable visa regulations.
The successful candidate will be responsible for verifying candidate documents, coordinating visa applications, monitoring processing timelines, maintaining accurate records, and assisting with travel arrangements and reimbursements.
Key Responsibilities
1. Visa Processing and Candidate Onboarding
Coordinate visa processing for overseas candidates in collaboration with authorized agencies.
Collect, review, and verify candidate documents before submitting them to the relevant agencies.
Guide candidates through visa application procedures and documentation requirements.
Follow up with candidates to ensure timely submission of required documents.
Monitor visa application progress and support the recruitment team throughout the onboarding process.
2. Compliance and Documentation
Ensure visa processing activities comply with applicable immigration laws and regulatory requirements.
Stay updated on changes in Saudi Embassy regulations and visa processing procedures.
Maintain accurate records of candidate details, visa applications, processing status, and related documentation.
Ensure all records are properly organized and accessible when required.
3. Communication and Coordination
Communicate regularly with visa agencies to monitor application progress and resolve processing issues.
Coordinate with travel teams to arrange flight bookings for overseas candidates.
Maintain professional relationships with candidates, recruitment teams, HR departments, and external agencies.
Provide timely updates on visa status and onboarding progress.
4. Operational and Administrative Support
Assist with commercial visit visa applications and related administrative procedures.
Coordinate candidate reimbursement requests and maintain supporting records.
Collect and analyze agency data related to processing service-level agreements (SLAs) and candidate expenses.
Prepare operational reports and spreadsheets to support recruitment and HR activities.
Work closely with recruitment and HR teams to ensure efficient onboarding operations.
5. General Role Responsibilities
Complete assigned activities within established schedules and operational targets.
Use available resources efficiently to achieve objectives within budget and deadlines.
Prepare periodic reports highlighting progress, delays, and deviations from planned activities.
Identify operational problems, resolve routine issues, and escalate complex matters when necessary.
Maintain quality standards and support continuous improvement in operational processes.
Follow company policies, procedures, and work instructions.
Identify opportunities to streamline administrative processes and improve workflow automation.
Comply with applicable health, safety, environmental, and quality requirements.
Academic Qualification
– Bachelor’s Degree in Business Administration or a related field.
Work Experience
2 to 4 years of relevant work experience.
Experience in HR operations, recruitment coordination, visa processing, candidate onboarding, or administrative support is advantageous.
Technical and Functional Skills
Ad Hoc Reporting
Data Collection and Analysis
Employee Records Maintenance
Spreadsheet Preparation
Time and Attendance Recording
Visa Documentation and Processing Coordination
Administrative and Recruitment Support
Record Management and Documentation
Communication and Coordination
Problem-Solving and Time Management
Job Location
UAE / Saudi Arabia (KSA) – confirm the actual vacancy location before publishing.