Onboarding Coordinator – 3 Month Contract

Tahaluf is the largest B2B live and on-demand events organiser in Saudi Arabia by space, attendance, colleagues, and revenue. It is a joint venture between Informa PLC, the Saudi Federation for Cybersecurity, Programming and Drones (SAFCSP), and the Events Investment Fund (EIF).

 

Tahaluf is bold, visionary, and determined to make an impact. Our team fosters a culture of collaboration, creativity, and a little fun. Here teamwork rules and work feels as exciting as the events we create. Scaling at this pace also requires exceptional local partners, and Tahaluf is proud to work with a range of government and non-government organisations at the forefront of Saudi Arabia’s B2B and B2C large-scale events scene.

 

Be part of something BIG with Tahaluf’s series of record-breaking events: LEAP and Cityscape - the largest events in the world in their respective fields of tech and real estate; Black Hat MEA - a Guinness World Record holder for the largest CTF competition during the event; and CPHI Middle East - the largest pharma debut event in history, to name just a few. Tahaluf is making a huge impact on the global events sector.

We are looking for a high-energy, detail-oriented Onboarding Coordinator to provide hands-on operational and administrative support across the end-to-end onboarding journey.  Working closely with the Onboarding Manager, you will ensure a smooth, well-coordinated onboarding experience for colleagues joining the Tahaluf team.

In this role, you will play a critical part of the colleague experience, supporting expat onboarding, visa and family residency coordination.  You will ensure exceptional onboarding communication and tracking, enabling a consistent and people-first approach that supports and aligns with Tahaluf’s culture and pace-of-growth.

This is a high-visibility role. You'll work closely with our HR and TA teams, external agencies, and hiring managers.

What you will do:

1. Expat Onboarding & Visa Coordination

• Support the end-to-end onboarding process for expat employees
• Coordinate with immigration agencies on:
• Employee visa processing
• Family residency documentation and timelines
• Track visa progress, documentation, and approvals
• Provide regular visa status updates to new joiners
• Flag delays or risks and escalate where required

2. Onboarding Administration & Tracking

• Maintain accurate Excel-based onboarding trackers, including:
• New joiner status
• Visa and residency progress
• Own day-to-day onboarding administration across multiple intakes
• Ensure onboarding data is up to date and well organised
• Support simple reporting and status updates when required

3. Pre-Boarding & Onboarding Communications

Manage onboarding communication templates, including:

• Visa process updates
• Welcome and arrival communications
• Send and track pre-boarding communications
• Support regular onboarding check-ins
• Track buddy engagement and confirmations
• Flag non-engagement or issues for follow-up

5. Day to day Onboarding Support

• Coordinate regular onboarding check-ins 
• Track completion and follow up where required
• Log feedback and highlight trends or concerns

What you will bring:

• 1 year experience in onboarding, HR operations, coordination, or administration
• Exposure in expat onboarding or visa processes is preferred. 

Skills

• Highly organised with strong attention to detail
• Comfortable managing high-volume admin and coordination work
• Confident communicator with stakeholders and external agencies
• Strong follow-up and tracking discipline

Technical

• Strong proficiency in Microsoft Excel
• Comfortable with PowerPoint and Microsoft Office tools
• Confident managing calendars, inboxes, and trackers

Please note that this is a 3-month contract role. 

Start date: ASAP

Salary: 15,000 SAR (total salary per month) 

We don't just accept difference, we celebrate it.  We welcome applicants from all backgrounds and circumstances and base hiring decisions on relevant qualifications and merit.  We are proud to provide a disability-friendly environment. If you require any support or adjustments to participate in our interview or selection processes, please let us know.