Administrative & HR Coordinator (Dubai)

Sunshine Group — an international group of companies bringing together e-commerce projects operating in global markets.

We offer our clients ready-made solutions for launching their own e-commerce businesses, as well as services to promote them.

We have been operating in the market since 2010. Over this time, we have gained deep expertise in e-commerce and earned the trust of more than 1,000,000 customers from 196 countries.

Join our Dubai team as an Administrative & HR Coordinator.

Responsibilities:

• Organizing the operation of a new office, including sourcing the premises;

• Purchasing furniture, stationery, and consumables;

• Maintaining the office space and equipment — ensuring office appliances, furniture, lighting, air conditioning and ventilation systems are in working order; arranging repairs, maintenance, and replacements when necessary;

• Working with suppliers and contractors — concluding service agreements (cleaning, internet, utilities, equipment repair, etc.) and monitoring their fulfillment;

• Setting up the office document management system and keeping both paper and electronic files in order;

• Coordinating with courier services (letters, parcels);

• Preparing workstations for employees, including purchasing the necessary equipment and providing everything required for work;

• Liaising with the landlord on operational matters — approving redevelopments and renovation works, resolving utility issues, etc.;

• Using AI tools (not just ChatGPT) to speed up the preparation of documents, templates, translations, analytics, and information searches.

• Drafting employment contracts for resident and non-resident employees in line with local legislation requirements and freezone policies;

• Handling migration paperwork, residency visas, and Emirates ID; monitoring validity periods and ensuring timely renewals;

• Arranging medical insurance for employees;

• Managing monthly employee salary payments, including preparing and submitting WPS/SIF files, maintaining employee payroll details, and processing salary transfers through the company's business bank account;

• Monitoring changes in UAE labor, immigration, and tax regulations; promptly informing management and adjusting processes accordingly.

Requirements:

• 3+ years of experience in the UAE (preferably in a freezone) in similar roles;

• Knowledge of immigration and HR processes — hands-on experience in obtaining residency visas and Emirates ID, understanding of timelines, document requirements, and specifics for non-residents;

• Understanding of freezones — knowledge of the specifics of different freezones (hiring requirements, limits, reporting, procedures);

• Experience with immigration tracking systems, advanced proficiency in MS Office / Google Workspace, and confident use of AI tools to solve work tasks;

• Experience with medical insurance in the UAE and understanding of the insurance market;

• Fluent Russian and English (spoken and written), with polished business correspondence skills;

• Ability to build relationships with employees at different levels, contractors, and landlords;

• Ability to prioritize, work in a multitasking environment, attention to detail, and willingness to take responsibility for results;

• A plus: established contacts with service providers in Dubai (visa centers, insurance companies, courier services, office equipment suppliers).

What We Offer:

• A competitive salary that matches your expectations;

• A permanent employment contract;

• A fast, transparent hiring process — we move quickly with interviews and keep you in the loop at every step;

• A five-day work week in a friendly office in Dubai, Monday to Friday, 9:30 am – 6:30 pm;

• An open management style with no micromanagement — we trust your professionalism and initiative;

• Ideas are discussed as equals — we aren't afraid to experiment and we celebrate results together.