Job Overview
The Operations Support Specialist is responsible for managing employee Iqama, work permit, visa, and government-related processes in compliance with Saudi Arabia regulations. The role ensures timely renewals, accurate documentation, effective stakeholder coordination, and continuous employee legal-status support.
The position also handles emergency government-service cases, financial transactions, employee records, reporting, and operational support to ensure smooth and compliant HR operations.
Key Responsibilities
Iqama Renewal & Compliance
- Manage and monitor Iqama renewal processes through Muqeem.
- Maintain accurate Iqama renewal tracking sheets and follow-up records.
- Monitor shared Excel files to ensure renewals are completed within required timelines.
- Identify and resolve Iqama renewal notices, compliance alerts, and related issues.
- Follow up on emergency Iqama cases and ensure timely resolution.
- Maintain accurate employee documentation and records related to residency status.
Work Permit Management
- Review and process work permit renewals in accordance with applicable Saudi regulations.
- Coordinate the issuance and renewal of new work permits.
- Verify employee information and documentation before processing.
- Ensure work permit activities comply with relevant Ministry of Human Resources and Social Development (MHRSD) requirements.
Visa & Exit/Re-Entry Processing
- Manage Exit and Re-Entry (ERE) visa processing, including emergency cases, extensions, cancellations, and final exit procedures.
- Prepare and complete settlements related to Exit and Re-Entry cases.
- Process urgent Exit and Re-Entry requirements during night shifts when necessary.
- Coordinate with relevant stakeholders to resolve visa-related issues promptly.
Government Services & Special Projects
- Support and manage projects related to Iqama renewal and government services.
- Follow up on employee profession-change requests and related documentation.
- Process dependent separation payments in accordance with applicable regulations and company procedures.
- Maintain accurate records for government transactions and employee services.
Financial & Payment Processing
- Process required government-service payments through approved banking channels.
- Coordinate payments related to:
- Exit and Re-Entry visas
- Iqama renewals
- Work permit fees
- Verify payment information and maintain supporting documentation.
- Ensure government-related payments are processed accurately and on time.
Stakeholder Communication & Employee Support
- Maintain regular communication with administration teams and employees.
- Respond to employee inquiries related to Iqama, visas, work permits, and government services.
- Resolve routine operational issues and escalate complex cases when required.
- Manage professional email communication related to employee and government-service matters.
- Coordinate with internal departments to maintain smooth HR operations.
Emergency & Duty Support
- Provide operational coverage during emergency situations or departmental vacancies.
- Handle urgent employee and government-service cases outside normal working hours when required.
- Support night-shift monitoring and resolution of Iqama and visa-related issues.
- Ensure critical government processes continue without unnecessary delays.
Role Responsibilities
HR Knowledge & Development
- Maintain and develop relevant technical and professional HR skills.
- Stay informed about job-related processes, systems, and applicable requirements.
Operational Delivery
- Complete planned activities according to established schedules and operational targets.
- Use available resources efficiently while maintaining cost and time effectiveness.
- Prepare periodic reports highlighting completed activities, deviations, and pending tasks.
Problem Solving
- Identify and resolve routine operational issues.
- Escalate complex government-service or employee-related matters to the appropriate management team.
Quality Management
- Follow established quality requirements, processes, and control procedures.
- Maintain accurate documentation and ensure government-service transactions are completed correctly.
Process Improvement
- Follow documented systems, policies, procedures, and work instructions.
- Identify opportunities to improve processes and support automation of repetitive activities where appropriate.
Compliance
- Comply with applicable company policies, procedures, and work instructions.
- Maintain accurate employee records and government documentation.
Health, Safety & Environment
- Follow applicable health, safety, quality, and environmental procedures within the assigned area of responsibility.
- Support compliance with relevant legal and organizational requirements.
Academic Qualification
- Bachelor’s degree in Human Resources, Business Administration, or a related field.
Work Experience
- 2–4 years of relevant work experience in HR operations, government relations, employee services, personnel administration, or a related field.
- Experience with Saudi Arabia government-service processes, Iqama, work permits, and visa processing is an advantage.
Technical & Functional Skills
- Ad Hoc Reporting
- Data Collection and Analysis
- Employee Records Management
- Spreadsheet Preparation and Microsoft Excel
- Time Recording
- HR Operations Support
- Government Services Coordination
- Documentation and Compliance
- Stakeholder Communication
- Problem Solving and Follow-up
Job Location
Saudi Arabia