Coordinator - HR Finance & Business Support

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**:

- 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.
- 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.
- Renew and maintain all company’s leases before its expiry, which includes offices, manufacturing facilities, warehouse, accommodations, etc.
- Maintain the list of all employees along with their visas details and renewable of visa and properly communicate the renewable of visa before its expiration.
- Maintain records of employee personnel files while ensuring confidentiality and security of company and employee documents at all times.
- Support the employees by addressing their concerns and providing guidance on company policies and procedures.
- Provide continuous update in regards to the developing the visa process, HR policy and facilitating with the governmental departments.
- 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.
- Support the team in planning companywide employee engagement and wellness initiatives while simultaneously manage & execute these activities set as per the calendar month.
- Assists the team in various CR related programs and projects and also tie with NGOs and institutions to drive CSR activities including but not limited to Blood Donation camps, Green impact initiatives, etc.
- 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**:

- 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.
- 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.
- 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.
- Regularly visit markets, including supermarkets and customer locations, to gather insights on customer product lines, enhancing understanding of market trends and customer needs.
- Weekly follow-up on active inquiries to maintain momentum and drive progress.
- Pass inquiries related to mould development to the appropriate departments.
- Receive and manage requests for quotations (RFQs) from potential clients. Summarize RFQ details, including product drawings, technical specifications, and annual business turnover.
- Conduct kick-off calls and coordinate with assigned team members to ensure timely and accurate responses.
- Research and understand competitors, including their locations and the products they supply.

**Finance Focus**:

- Manage and process petty cash transactions while ensuring all petty cash vouchers are accurately prepared and documented.
- Support the finance team in accounts receivable process, including invoicing, payment tracking, and following up with customers for payments.
- Collaborate with logistics and finance departments to process supplier invoices, ensuring adherence to document retention policies and procedures.
- Support the finance team in preparing and filing VAT tax returns according to KSA regulations.
- Track and document the lifecycle of company fixed assets including machinery and equipment from acquisition to disposal.
- 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.
- 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**:

- 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.
- Maintain the upkeep of all meeting/conference rooms and ensure the rooms are kept in order especially duri