Senior Administration and HR assistant

Mangobot Robotics is looking for an organised, proactive Senior Administration & HR Assistant to keep the office, people processes and compliance running smoothly.She will be the first point of contact for employees on HR matters, manage visa and trade license processes in line with UAE regulations, handle day-to-day administration, and support basic accounting tasks. The role suits someone who is detail-oriented, discreet with confidential information, and comfortable working with government portals.Key ResponsibilitiesHuman ResourcesManage onboarding and offboarding, induction, final settlements and exit clearance.Maintain accurate, confidential employee files and HR records (contracts, IDs, passports, certificates).Track attendance, leave, overtime and public holidays in line with UAE Labour Law.Prepare monthly payroll inputs and support WPS (Wage Protection System) salary processing.Calculate end-of-service gratuity, leave salary and other entitlements for review.Draft, update and communicate employee policies, the employee handbook and HR letters (salary certificates, NOCs, experience letters).Support employee relations, answer staff queries and escalate disciplinary or grievance matters.Administer medical insurance enrolment, renewals and claims.Visa, PRO & Company LicensingProcess employment visas, entry permits, medical tests, Emirates ID and labour cards for new joiners.Handle visa renewals, cancellations, status changes and family/dependent visas.Use government portals such as MOHRE, GDRFA/ICP, Amer/Tasheel and the relevant free zone or DED portal.Renew the company trade license, establishment card, Ejari/tenancy contract and other permits on time.Keep a compliance tracker of all expiry dates (visas, Emirates IDs, passports, licenses, insurance) and send reminders well in advance.Liaise with PRO agents, typing centres, free zone authorities and government departments.Ensure the company meets requirements such as Emiratisation (where applicable), labour contracts and ILOE/unemployment insurance registration.Office AdministrationManage day-to-day office operations, supplies, equipment and facilities.Coordinate with landlords, maintenance, IT and service providers.Handle incoming calls, emails, couriers and visitors professionally.Organise meetings, travel bookings, hotel reservations and company events.Maintain filing systems, both physical and digital, and keep company documents organised.Manage company vehicles, insurance policies and asset registers where applicable.Basic Accounts SupportRecord petty cash, maintain the petty cash register and reconcile it monthly.Support VAT documentation by keeping invoices and receipts complete and filed correctly.Maintain proper documentations for the VAT and Corporate Tax (Invoices)RequirementsEducation & ExperienceBachelor’s degree in Business Administration, Human Resources, Commerce or a related field.Minimum 4 years of UAE experience in an HR, administration or PRO role (mandatory).Hands-on experience with UAE visa processing and company license renewals.KnowledgeGood working knowledge of UAE Labour Law: contracts, working hours, leave, gratuity and termination.Familiarity with immigration and visa procedures, WPS and government portals (MOHRE, GDRFA/ICP, Amer/Tasheel).Understanding of trade license, establishment card and free zone or mainland procedures.Basic accounting knowledge: petty cash, invoicing, bank reconciliation and VAT documentation.SkillsProficient in MS Office, especially Excel, Word and Outlook.Familiarity with accounting software and HR systems is a plus.Strong organisation, time management and attention to detail.High level of confidentiality and integrity.Clear written and verbal communication and a professional, friendly manner.Able to multitask and work independently in a fast-paced technology company.Languages & OtherFluent English is required; Arabic is a strong advantage.UAE driving license is preferred.Immediate joiners or candidates already in the UAE are preferred.What We OfferCompetitive salary based on experience.UAE employment visa and medical insurance.Annual leave, air ticket and end-of-service benefits as per UAE Labour Law and company policy.The chance to grow with an innovative robotics company in a supportive team.