Onboarding Coordinator

Key Accountabilities & Responsibilities 1. Employee Mobilization & Joining Coordination Manage the employee mobilization journey from offer acceptance through to the employee's first day, ensuring all joining arrangements are completed within agreed timelines. Coordinate joining logistics, including travel bookings, accommodation, transportation, document collection, workstation readiness, IT equipment, and system access. Develop joining schedules and coordinate with hiring managers to ensure new employees are adequately prepared and supported before their start date. Oversee the completion of onboarding formalities and facilitate the smooth transition of new employees into the organization. 2. Government Liaison & Employment Documentation Handle the preparation, submission, and follow-up of employment visa applications, visa transfers and other immigration related formalities. Coordinate with relevant government authorities, internal departments, and external service providers to facilitate employment and immigration processes. Monitor visa validity, application progress and outstanding requirements, ensuring timely action to avoid delays. Advise and guide new employees on required documentation, visa procedures, and applicable employment formalities in Qatar. Ensure all employment and immigration documentation is maintained in accordance with applicable Qatar regulations and company requirements. 3. Pre-Employment Clearance & Employee Data Administration Coordinate the completion of pre-employment formalities, including medical examinations, background screening, reference verification and other required clearances. Ensure candidate records are accurately transitioned into employee records within Oracle Recruiting Cloud, coordinating the necessary system access and onboarding activities. Establish and maintain complete employee documentation, ensuring accurate data entry, proper filing, confidentiality and accessibility of records. Maintain updated onboarding and mobilization trackers, generating periodic reports on joining progress, visa applications, and pending requirements. 4. Operational Coordination & Service Delivery Act as the coordination point between Talent Acquisition, HR, IT, Payroll, Administration, hiring managers, and external service providers to ensure all joining requirements are fulfilled. Follow up with relevant departments to address operational dependencies and resolve issues affecting employee mobilization. Coordinate recruitment related financial administration, including invoice verification, supporting documentation, vendor follow-ups, approval tracking, and payment coordination. Provide timely updates to relevant stakeholders on onboarding progress, visa status and any potential delays. Support the wider HR function in administrative activities and cross-departmental initiatives as required. 5. Governance, Compliance & Operational Excellence Ensure all onboarding, employee documentation, and mobilization activities adhere to established company policies, internal controls, and applicable Qatar labor and immigration regulations. Maintain awareness of regulatory changes and assess their impact on existing onboarding and employment procedures. Identify process gaps, operational bottlenecks, and opportunities to improve the efficiency of employee mobilization and onboarding. Contribute to HR initiatives that improve employee integration, engagement, and the overall joining experience. Undertake other related responsibilities as assigned by the line manager. Requirement 1.Education Minimum qualification - Diploma in Human Resources, Business Administration, Secretarial Studies, or a related discipline. A Bachelor's degree is preferred. 2.Experience 2–3 years of relevant experience in employee mobilization, onboarding, HR operations, or recruitment administration. Practical experience coordinating pre-employment formalities, joining arrangements, and employee documentation. Exposure to visa processing and immigration procedures in Qatar is highly desirable. 3.Technical Competencies Proficiency in Microsoft Office applications, particularly Excel, Word, Outlook, and PowerPoint. Experience working with HRIS, Applicant Tracking Systems and digital employee record management platforms is an advantage. Strong administrative, documentation, reporting, and data management capabilities. 4.Functional & Market Knowledge Understanding of employee onboarding, recruitment mobilization, and HR operational processes. Familiarity with Qatar's employment procedures, labour regulations, and immigration requirements. Ability to coordinate with government authorities, external service providers, and internal business functions. Understanding of corporate HR operations and the interdependencies between Talent Acquisition, HR, Payroll, IT, and Administration. 5.Language & Communication Business fluency in English. Arabic is preferred. Strong coordination, interpersonal, and communication skills, with the ability to engage effectively with employees, candidates, managers and external stakeholders. Show more Show less