Job Purpose:
The HR Operations Supervisor is responsible for supervising the HR Operations team and overseeing the day-to-day HR operations to ensure efficiency, accuracy, compliance with company policies, and adherence to applicable labor laws and regulations. The role provides operational HR support to branches and departments and oversees employee services and related HR activities.
Key Responsibilities:
HR Operations Team Supervision
- Supervise the HR Operations team and distribute tasks and responsibilities according to business priorities and workload.
- Monitor team performance and ensure all HR transactions are completed accurately and within established timelines.
- Review the team’s work and verify the accuracy and completeness of HR transactions and employee data.
- Provide guidance, support, and solutions to team members regarding operational challenges.
- Monitor team KPIs and provide feedback and recommendations to improve performance.
- Coach and develop team members and enhance their knowledge of HR policies, procedures, systems, and applicable regulations.
- Organize and monitor workflow to ensure business continuity and prevent transaction backlogs.
- Identify opportunities to improve HR processes, task allocation, and operational efficiency.
- Coordinate with the HR Manager regarding team requirements, priorities, operational challenges, and performance.
HR Operations:
- Supervise daily HR operations and ensure efficient and accurate execution of HR transactions.
- Manage and maintain employee files, records, and employment data, ensuring information is accurate and up to date.
- Oversee employee transfers, promotions, job changes, and termination procedures in accordance with company policies.
- Monitor attendance, absenteeism, lateness, and employee leave in coordination with branches and departments.
- Monitor employment contracts and renewals and ensure all required documentation is completed.
- Maintain and update employee information in HR systems and relevant government platforms.
- Ensure consistent implementation of HR policies and procedures across branches and operational locations.
- Handle employee inquiries related to HR policies, procedures, benefits, and employee services.
- Monitor disciplinary actions and employee violations in accordance with company policies and applicable regulations.
- Coordinate with the Payroll team to ensure the accuracy and timely submission of monthly payroll inputs, deductions, and employee entitlements.
Saudization and Job Localization:
- Monitor Saudization/Nationalization ratios and ensure compliance with applicable regulatory requirements and company targets.
- Monitor job localization requirements and ensure job titles and occupied positions comply with applicable localization regulations.
- Prepare and monitor periodic Saudization and localization reports.
- Identify gaps in Saudization/localization ratios and provide recommendations and corrective actions in coordination with management.
- Monitor regulatory updates and requirements related to Saudization and job localization and ensure relevant employee data is updated accordingly.
HR Reports and Data Management:
- Prepare, review, and submit weekly and monthly HR reports.
- Prepare reports covering headcount, attendance, absenteeism, leave, employee movements, Saudization, localization, and pending HR transactions.
- Prepare operational HR reports for branches and submit them to management accurately and on time.
- Analyze HR data and provide key insights, trends, and recommendations to support management decision-making.
- Review and validate HR data and reports prepared by the HR Operations team.
- Maintain accurate and reliable HR records and workforce data.
Medical Insurance and Employee Services:
- Manage and monitor employee medical insurance, including additions, deletions, updates, renewals, and coverage documentation.
- Coordinate with insurance providers or brokers to resolve employee medical insurance inquiries and issues.
- Monitor employee and eligible dependent medical insurance coverage in accordance with company policies.
- Ensure timely processing of medical insurance transactions and maintain accurate insurance records.
- Monitor employee services and benefits and ensure they are delivered in accordance with approved company policies.
Travel and Airline Ticketing:
- Manage and coordinate employee airline ticket bookings in accordance with company travel policies.
- Arrange and monitor travel bookings related to employee vacations, business travel, and other approved travel requirements.
- Coordinate with travel agencies or travel service providers regarding bookings, changes, cancellations, and related matters.
- Monitor travel-related expenses and transactions to ensure compliance with company policies and approved limits.
- Maintain accurate records of employee travel and ticketing transactions.
Compliance and Process Improvement:
- Ensure compliance with applicable labor laws, HR regulations, internal policies, and company procedures.
- Ensure confidentiality and proper maintenance of employee records, documents, and sensitive HR information.
- Identify opportunities to improve and automate HR processes to increase efficiency and reduce errors.
- Monitor HR service requirements across branches and ensure timely completion of employee transactions.
- Coordinate with Finance, Operations, and other supporting functions on employee-related processes and requirements.
- Support the HR Manager in HR operational projects, initiatives, and process improvement activities.
Qualifications and Experience:
- Bachelor’s degree in Human Resources, Business Administration, or a related field.
- 3–5 years of relevant experience in HR Operations, preferably within retail, multi-branch, or high-volume organizations.
- Proven experience in supervising an HR Operations team, including task allocation, performance monitoring, coaching, and workflow management.
- Strong experience in HR operations within an environment with a large workforce and multiple branches.
- Practical experience in Saudization/Nationalization ratios and job localization requirements.
- Experience in preparing and reviewing weekly and monthly HR reports.
- Experience in managing and coordinating employee medical insurance.
- Experience in airline ticket bookings and employee travel arrangements.
- Good knowledge of Saudi labor laws, HR regulations, and related government requirements.
- Experience with HRMS, attendance management systems, and relevant government platforms.
- Proficiency in Microsoft Office, particularly Microsoft Excel and HR reporting.
- Strong leadership, organizational, and coordination skills.
- Excellent communication and problem-solving skills.
- Ability to manage multiple priorities and work effectively under pressure.
- High level of accuracy, confidentiality, and attention to detail.
Key Performance Indicators (KPIs):
- HR Operations team performance and productivity.
- Timely completion of HR transactions.
- Accuracy of employee records, HR transactions, and reports.
- Timely submission of weekly and monthly HR reports.
- Achievement and maintenance of targeted Saudization/Nationalization ratios.
- Compliance with job localization requirements.
- Timely and accurate submission of payroll inputs.
- Response time and resolution rate for employee HR inquiries.
- Efficiency of medical insurance administration.
- Efficiency and compliance of employee travel and airline ticketing services.
- Compliance with HR policies, procedures, and applicable regulations.
- Reduction of errors, delays, and pending HR transactions.
- Continuous improvement in HR Operations processes and team productivity.
