Sales Coordinator / Admin.
Mohamed Abdulrahman Al Bahar Food & Consumer Products Co.
Total years of experience :20 years, 8 Months
• Preparation of Daily reports for Ice Cream Unilever & Lipton Tea. Daily sales report, Daily stocks inventory, Tea Promo Utilization, Cabinet Master & Cabinet Transactions (daily reports to upload in Unilever system).
• Facilitating with warehouse for the inquiries of deployments, replacement and pull out to/from customers of the Ice cream freezers. And recently did the warehouse physical inventory for all freezers with a Unilever representative at Shuwaikh warehouse.
• Day-to-day assistance to our sales team on their sales report inquiries and assisting them in generating random requests to download different kinds of reports from the Citrix system.
• Handle the emails, urgent customer calls and messages when sales representatives are unavailable, answering customer queries on new products or items, last minute change of orders or cancellations, arranging on time delivery dates, and schedules marketing events.
• Maintain the filing systems for old & new customers with sales records and update their company license & other documents.
(Project : Kuwait National Guard Club Marina, 244 Abdulaziz, Bin Abdulrahman Al Saud Expy, Fnaitees)
• Maintaining the Head Office and Project Site physical and digital records like employment contracts and personal files along with Company’s confidential documents.
• Preparing HR Documents such as employment contract, bonus letter, disciplinary and termination letters, and disseminate updated Company policies and new guidelines mandated from Division Office.
• Screening the candidates for the initial interviews for our vacancies and arrange the final interviews with Department heads on site and Managers.
• Updating the internal database with new hire information with residency expiration date. And process the yearly visa renewal for current employees for Head Office and Project site.
• Initiating the Overseas Hiring/On boarding process from Working visa application, dispatch the visa to the candidate/new-joiner, assist the exit formalities from his/her country of origin and guide them on the required documents for attestation before coming to Kuwait and assist them the formalities once arrived.
• Facilitating the residency transfer process of New hire (local) and apply the commercial visas and extensions if needed for specialized employees from outside Kuwait.
• Arrange the arrival process for our Visitors & Consultants for their hotel accommodation and transportation and other logistics while here in Kuwait.
• Monthly process on payroll preparation (input on payroll format) and collate all attendance sheets/overtime, sick leave forms, vacation leave and resumption documents for Head Office & Project site employees.
• Responded to employees inquiries on HR-related issues and benefits (example: current remaining number of vacation leave & sick leave and calculations for final settlement.)
Al Mahhar for Light and Heavy Construction Equipment (Kuwait)
• Assist the visa process for our Engineers, Technicians & other employees who came through commercial visa, tourist visa, working visa from our Head Office (Qatar). And coordinate the local visa transfer from old sponsor to our residency for local hire employees & also maintain the excel tracker for the process.
• Monitor the employees leave application & leave resumption, sick leave documents.
• Arrange the travel for Top Management, Guest, Suppliers such as hotel booking / airport pick up and drop off, car rental arrangement and itineraries in visiting clients while they are here in Kuwait.
• Sourcing for local suppliers for needed items in the office or in the work shop since Kuwait branch is new.
• Coordinating the PO & Quotation from the client for our Petrotec Company which handles the chemical cleaning and industrial blowing in Oil & Gas clients.
• Assist our Al Mahhar Company for our Suppliers for the needed shipment documents whenever the heavy & light machines are in the port for clearance and later for the machine registration.
(Alghanim Industries, Kuwait)
• Assess vacancies in the business, initiate recruitment process which involves developing job description, checking application forms, shortlisting, interviewing, selection of candidates, preparation of job offers, onboarding process etc.
• Maintain recruitment tracker and update managers on the recruitment status and Initiate hiring process in Success Factor, SAP.
• Liaise with Government Services Department related to residence transfer of new hires, overseas visa processing, coordination and on boarding new joiner from overseas & local transfer
• Assist and administer performance reviews and guide employees on HR process and policies
• Facilitate disciplinary procedures for misconduct, absences, performance issues etc. of employees when notified by line managers
• Support and coordinate with investigation related to employees grievances & coordinate the internal training and development program and Employee Engagement activities
• Assist the HR Manager with HR matters, including developing relevant Policies and Procedures for the business
Tecnicas Reunidas Subcontract Dept
(Main Contractor of KNPC, Gas Train Station - 5, Mena Ahmadi Refinery, Kuwait)
• Arrange meetings & coordinate directly with Executive Management on the needed task to support the project.
• Circulate information and correspondence with Subcontractors following up on needed actions.
• Obtain approvals and signatures on official business documents such as RWE (Request of Work Execution)
• Receive and coordinate VIP visitors of Tecnicas Reunidas for KNPC client and Subcontractors both internal and external visits.
• Manages the business calendar for Subcontract Department and maintain a proper communication log for all local & overseas Subcontractors.
• Received original correspondence and signed contracts of Local Subcontractors then coordinate the process in sending the needed documents to Main Office (Madrid, Spain).
• Manage to prepare a monthly report which is required in using spreadsheets and maintain a proper filing system to all documents that are related to the project.
• User for SAP ECC data administration for new hires and provides Management with reports on regular basis and when it is required.
• Managing the Face-to-Face Panel Based Interviews with Executive Level -Handling the arrangement from Commercial Visit Visa, Hotel & Logistics, Kuwait Orientation Tours and facilitating on the Interview Day.
• Supports in sourcing for staff-level administrative and accounting roles; Preparing Offer of Employments and Contract to selected candidates; Handing the on-boarding/induction of local and overseas hires.
• Coordination with Government Services on related paperwork for new hires (Local Residency Transfer, NOC Applications, NOC to work Permit Conversions)
• Arranging Interviews with Hiring Manager for Local and Overseas Candidates.
• Providing relevant support to the Corporate Talent Acquisition Team. And facilitate the in house or outsource training along with the venue arrangement and other needed task for the complete program for each employee.
Providing all relevant support to Recruitment Department. Completing Recruitment Tracker data entry,
schedule interviewing and administering standard test for job applicants
* Preparing Recruitment Forms and Employment Contracts and update Weekly and Monthly Reports.
* Processing documentation for Visa/Request for transfer to Government Affairs Dept.
* Arranging Travel for Overseas arrival, including orientation and induction
• User for SAP ECC data administration for new hires and provides Management with reports on regular basis and when it is required.
• Managing the Face-to-Face Panel Based Interviews with Executive Level -Handling the arrangement from Commercial Visit Visa, Hotel & Logistics, Kuwait Orientation Tours and facilitating on the Interview Day.
• Supports in sourcing for staff-level administrative and accounting roles; Preparing Offer of Employments and Contract to selected candidates; Handing the on-boarding/induction of local and overseas hires.
• Coordination with Government Services on related paperwork for new hires (Local Residency Transfer, NOC Applications, NOC to work Permit Conversions)
• Arranging Interviews with Hiring Manager for Local and Overseas Candidates.
• Providing relevant support to the Corporate Talent Acquisition Team. And facilitate the in house or outsource training along with the venue arrangement and other needed task for the complete program for each employee.