Job Summary
The HR Operations Supervisor is responsible for managing and supervising the day-to-day HR operational activities across the employee lifecycle. This includes onboarding and offboarding, payroll coordination, employee records and files, HR documentation, HR systems and SAP, employee data management, and ensuring compliance with company policies and applicable labor regulations.
The role serves as a key point of coordination between HR, employees, Finance, IT, and other departments to ensure that all HR operational processes are completed accurately, efficiently, and on time.
Key Responsibilities
- Employee Onboarding
- Coordinate employee registration and updates on relevant government and HR platforms, where applicable.
- Ensure new employee information is accurately entered and updated in SAP and other HR systems.
- Conduct and/or coordinate new employee orientation and HR induction.
- Employee Offboarding & Exit Process
- Manage the complete employee separation and offboarding process.
- Coordinate resignations, terminations, end-of-contract processes, and final clearance.
- Ensure all required exit documentation is completed and properly filed.
- Coordinate with Finance regarding final settlements, outstanding payments, deductions, and other employee financial matters.
- Coordinate with IT and relevant departments regarding system access, company assets, and clearance.
- Ensure employee records and HR systems are updated promptly following separation.
- Conduct exit interviews when required and maintain appropriate records.
- Payroll Administration
- Manage and coordinate the monthly payroll process in collaboration with Finance.
- Review and verify employee payroll data, including salaries, allowances, deductions, overtime, leave, absences, new joiners, and leavers.
- Ensure payroll inputs are accurate and submitted within the required deadlines.
- Review payroll reports and identify discrepancies before payroll processing.
- Coordinate payroll-related issues and employee inquiries with Finance and relevant stakeholders.
- Maintain accurate payroll-related records and documentation.
- Support payroll reconciliation and ensure employee data in SAP is aligned with payroll records.
- Employee Files & HR Documentation
- Maintain accurate and up-to-date physical and electronic employee files.
- Regularly audit employee files to ensure all required documents are available, valid, and properly organized.
- Ensure employee documents are handled confidentially and in accordance with company policies.
- Track missing, expired, or incomplete employee documents and follow up with employees and relevant departments.
- Maintain proper HR documentation and records throughout the employee lifecycle.
- Ensure employee information is accurately reflected across HR systems and records.
- SAP & HR Systems
- Manage and maintain employee data within SAP and other HR systems.
- Process employee transactions including new hires, transfers, promotions, salary changes, terminations, and other employee movements.
- Ensure HR system records are accurate and updated on a timely basis.
- Generate and review HR reports from SAP and other HR systems.
- Identify system/data discrepancies and coordinate with the relevant teams to resolve them.
- Support system improvements, process automation, and HR system-related projects.
- HR Operations & Employee Services
- Manage daily HR operational activities and provide HR support to employees and managers.
- Respond to employee inquiries related to HR policies, payroll, benefits, leave, contracts, documentation, and other HR matters.
- Prepare HR letters, certificates, employment confirmations, and other employee-related documents.
- Maintain and update employee master data.
- Monitor employee contracts, probation periods, and other important HR dates.
- Coordinate employee transfers, promotions, salary adjustments, and other employment changes.
- Ensure HR requests are handled accurately and within agreed timelines.
- Compliance & Government Relations
- Ensure HR operational processes comply with applicable Saudi labor laws, regulations, and company policies.
- Coordinate with relevant government platforms and authorities when required.
- Maintain accurate records related to employee contracts, work permits, residency documentation, and other employment requirements, as applicable.
- Monitor documentation expiry dates and ensure timely renewals and updates.
- Support internal and external HR audits and provide required documentation.
- HR Reporting & Data Management
- Prepare regular HR operational reports and dashboards.
- Analyze HR operational data and identify discrepancies or areas requiring improvement.
- Ensure HR reports and employee data are accurate and submitted on time.
- Process Improvement
- Review existing HR operational processes and identify opportunities for improvement.
- Improve the efficiency and accuracy of onboarding, offboarding, payroll, employee records, and HR system processes.
- Support the implementation of HR automation and digitalization initiatives.
- Ensure consistent application of HR processes across all departments.
- Team Supervision
- Supervise and guide HR Operations team members in their daily activities.
- Allocate tasks and monitor workload and performance.
- Provide guidance and support on complex employee and HR operational matters.
- Ensure HR operational tasks are completed accurately and within established deadlines.
- Coach team members and support their professional development.
Key Qualifications
- Bachelor's degree in Human Resources, Business Administration, or a related field.
- Minimum 4–6 years of experience in HR Operations, with at least 1–2 years in a supervisory or senior HR role.
- Hands-on experience with SAP HR/HCM or SAP SuccessFactors.
- Strong knowledge of employee records and HR documentation.
- Good understanding of Saudi Labor Law and HR practices.
- Strong attention to detail and ability to maintain confidentiality.
- Excellent communication and interpersonal skills.
