Coordinator – HR Finance & Business Support

Job Description

JOB CONTENT:

Coordinator - HR, Finance & Business Support provides comprehensive administrative and operational support to the HR, finance, and sales departments. This role encompasses HR operations management, financial data management, and sales coordination, ensuring seamless operations and contributing to overall business objectives.

FUNCTIONAL RESPONSIBILITIES

HR & Admin focus:

1. Manage and facilitate the entire visa application process for employees, including documentation, submission to immigration and labor authorities, and providing comprehensive visa-related guidance and support.
2. Provide comprehensive support to employees on government relations matters, including visa and iqama renewals, document attestation, and dependent visa processes, ensuring efficient and timely service delivery.
3. Renew, update and maintain the trade licenses and other government certificates of all company’s legal entities to ensure that the documents are up-to-date.
4. Renew and maintain all company’s leases before its expiry, which includes offices, manufacturing facilities, warehouse, accommodations, etc.
5. Maintain the list of all employees along with their visa details and renewals and properly communicate the renewals before expiration.
6. Maintain records of employee personnel files while ensuring confidentiality and security of company and employee documents at all times.
7. Support the employees by addressing their concerns and providing guidance on company policies and procedures.
8. Provide continuous updates regarding the developing visa process, HR policy, and facilitating with the governmental departments.
9. Coordinate with government agencies to maintain Saudization compliance, accurately track Saudi employee data, and provide regular reports on Saudization progress to HR and senior management.
10. Support the team in planning companywide employee engagement and wellness initiatives while simultaneously managing & executing these activities as per the calendar month.
11. Assist the team in various CSR related programs and projects and tie with NGOs and institutions to drive CSR activities including but not limited to Blood Donation camps, Green impact initiatives, etc.
12. Liaise with the admin team for getting the employee ticket bookings done on time and as per the travel request of the employee while strictly complying with the eligibilities and company policy.

Business Development & Sales Focus:

1. Identify and approach potential clients to generate new business inquiries. Provide information and assistance to walk-in customers. Nurture leads through follow-up to secure new business.
2. Coordinate with the Head of Department (HOD) to collaborate on potential business leads and focus on transforming them into key accounts. This may involve travel within Saudi Arabia.
3. Collect and analyze customer data by province and segment, focusing on Pharma, Dairy, and Lubricants. Use this data to identify potential new clients and business opportunities.
4. Regularly visit markets, including supermarkets and customer locations, to gather insights on customer product lines, enhancing understanding of market trends and customer needs.
5. Weekly follow-up on active inquiries to maintain momentum and drive progress.
6. Pass inquiries related to mould development to the appropriate departments.
7. Receive and manage requests for quotations (RFQs) from potential clients. Summarize RFQ details, including product drawings, technical specifications, and annual business turnover.
8. Conduct kick-off calls and coordinate with assigned team members to ensure timely and accurate responses.
9. Research and understand competitors, including their locations and the products they supply.

Finance Focus:

1. Manage and process petty cash transactions while ensuring all petty cash vouchers are accurately prepared and documented.
2. Support the finance team in accounts receivable process, including invoicing, payment tracking, and following up with customers for payments.
3. Collaborate with logistics and finance departments to process supplier invoices, ensuring adherence to document retention policies and procedures.
4. Support the finance team in preparing and filing VAT tax returns according to KSA regulations.
5. Track and document the lifecycle of company fixed assets including machinery and equipment from acquisition to disposal.
6. Act as single point of contact for the Finance team for all Finance related activity, including document processing, inter-team coordination, and coordination with vendors, banks & legal/government entities.
7. Organize and maintain accurate records of all financial transactions including vendor and customer invoices while ensuring all financial documents are properly filed and easily accessible.

General Administration:

1. Procurement of consumables for the office stationery and pantry items by following all related processes (getting samples, quotes from suppliers, approvals from management etc.). Planning, organizing and distributing of stationery to the staff.
2. Maintain the upkeep of all meeting/conference rooms and ensure the rooms are kept in order especially during important client meetings.
3. Send, receive and sort documents through couriers, post or by hand as required in the appropriate method to the appropriate persons / office / location as directed by the concerned person.
4. Ensure compliance to Safety, Quality, Food Safety and Environment requirements as specified in the global QHSE Management System with strict adherence to ISO and local regulatory authority.
5. Ensure that all records and documents are up to date and have full traceability, retrieval at all times, and that all processes, procedures & activities comply with ISO and management procedures.
6. Perform any other job/task assigned by the Line Manager to accomplish department objectives.

Requirements

Education/ Qualifications:

1. Bachelor Degree in Business or any related discipline.

Experience:

1. Minimum 3-4 years’ experience in administration in KSA with demonstrable knowledge of all government relations functions.
2. Proven experience in key account management, business development preferably in the packaging industry.

Functional Skills & Specific Knowledge:

1. Understanding of KSA Labour law.
2. Understanding of basic accounting principles, financial statements, and reporting.
3. Computer literate with knowledge of working with MS Office applications.
4. Strong organisation skills and can work in a fast-paced environment.
5. Interpersonal and strong customer relationship skills.
6. Effective verbal and written communication to interact with internal and external stakeholders.
7. Good relationship with all Government departments in KSA.