Talent Acquisition Coordinator

Role Overview

QFAB – Qatar Fabrication Company is hiring a Talent Acquisition Coordinator to support recruitment and onboarding operations in Ras Laffan, Qatar. The role centers on administrative coordination across hiring, documentation, vendor handling, invoicing, reporting, and new-hire support so the recruitment process runs efficiently from start to finish.

This position reports to the Talent Acquisition Specialist / Talent Acquisition Officer. Preference will be given to Qatari candidates.

Core Responsibilities

You will manage the administrative side of recruitment and onboarding, working closely with the talent acquisition team, agencies, new hires, and internal departments to keep processes organized and timely.

• Coordinate the full onboarding journey for new employees, including offer letters, compliance forms, and other required paperwork.
• Liaise with IT, HR, and GS to arrange workstations, user accounts, training schedules, and other onboarding needs.
• Share company policies, procedures, benefits, and culture-related information with new hires to create a positive first experience.
• Act as a key contact for new employees during onboarding and respond promptly to their questions and concerns.
• Keep recruitment files current, accurate, and aligned with company rules and legal requirements.
• Maintain organized records of applications, interview feedback, offer letters, contracts, and related documents in both paper and digital formats.
• Coordinate with recruitment agencies to ensure agreements are valid, current, and compliant with policy and legal standards.
• Monitor vendor terms and conditions and support smooth communication between agencies, candidates, and hiring teams.
• Prepare PRs and SEs for invoices linked to agencies, background checks, job ads, and other recruitment services.
• Check invoice accuracy against agreed rates in contracts and agency agreements.
• Track recruitment spending and support budget control and financial reporting.
• Work with Finance to ensure invoices are paid on time and any discrepancies are resolved.
• Create and maintain recruitment reports, including time-to-hire metrics and other KPIs.
• Monitor hiring campaigns and provide regular progress updates to the Talent Acquisition team.
• Analyze recruitment data to identify trends and areas for improvement in hiring and onboarding.
• Prepare reports on agency performance, hiring progress, and recruitment expenses for senior leadership and HR stakeholders.
• Ensure recruitment and onboarding activities comply with company policies, labor laws, and data protection rules.
• Conduct periodic file audits to confirm documentation accuracy and compliance.
• Maintain up-to-date records for background checks, reference checks, and other pre-employment screenings.
• Support candidates during onboarding by keeping communication clear and helping them transition smoothly into the organization.
• Respond to candidate questions regarding company policies, onboarding steps, and required documents.
• Manage subcontractor-related recruitment and onboarding agreements, ensuring terms are clear and compliant.
• Follow up with agencies and subcontractors to ensure resources are onboarded according to department needs and deadlines.
• Arrange trade tests or skills assessments where required and ensure they are completed on time.
• Support visa applications, gate passes, and other access-related requirements so new joiners can start without delay.
• Provide general administrative support such as calendar management, meeting arrangements, and preparation of meeting materials.
• Help organize recruitment events, including job fairs, webinars, and hiring drives.
• Assist with special projects and other ad hoc tasks assigned by the Talent Acquisition team.

Additional Expectations

• Follow all applicable SHEQ policies, procedures, instructions, and controls to support a safe, secure, environmentally responsible workplace.
• Adhere to departmental policies and procedures so work is carried out in a controlled and consistent manner.
• Perform any other duties assigned by the Head of Talent Acquisition.

Key Result Areas

• Provide data analysis and reporting support to the recruitment team.
• Coordinate onboarding activities efficiently.
• Coordinate travel and meeting arrangements when required.
• Maintain accurate invoice tracking and budget records.
• Keep recruitment documentation properly controlled and organized.
• Maintain candidate information carefully and systematically.

Qualifications and Experience

A bachelor’s degree in Human Resources, Business Administration, or a related discipline is required. The ideal candidate should bring at least 3 years of experience in HR, recruitment coordination, or administrative support, with a strong focus on onboarding and documentation.