Inspections Coordinator

About the Role

The Senior Inspections Coordinator plays a crucial role in managing various administrative tasks related to ongoing projects. This includes overseeing documentation processes, organizing meetings, managing project budgets, and applying effective time management strategies.

Key Responsibilities

• Registering incoming requests and conducting technical and scope evaluations followed by confirmation with clients in consultation with the project team.
• Preparing quotation requests accompanied by appropriate CVs and sending them to intercompany offices or subcontractors situated in multiple countries.
• Verifying CV details and agreed rates according to contracts, and preparing CVs for submission to clients.
• Compiling proposals that include selected CVs and related documents for presentation to clients or end users.
• Maintaining and updating the enquiry register consistently.
• Following up with clients and end users to obtain acceptance and coordinate interview scheduling.
• Coordinating between Inspectors and offices (both intercompany and subcontractors) upon personnel selection for subsequent processes.
• Managing submission and coordination tasks related to inspection schedules and reporting, maintaining continuous communication between project teams, inspectors, and clients as needed.
• Pursuing purchase orders and contracts with clients, ensuring all documentation is properly handled.
• Checking purchase orders against proposals and terms and conditions for accuracy.
• Preparing legal review requests for new purchase orders or contracts where applicable.
• Receiving and verifying inspection reports prior to submission to clients or end users.
• Filing and recording every flash and inspection report systematically.
• Reviewing timesheets and expense claims alongside purchase orders for validation.
• Submitting verified timesheets and reports to clients or end users accordingly.
• Preparing invoice request forms (IRF) and handling invoice creation and submission.
• Managing purchase order amendments if necessary and following up on payments.
• Verifying subcontractor and intercompany timesheets and their corresponding invoices.
• Clearing invoices after thorough review of approved timesheets and reports.

Qualifications and Experience

• Possession of a Diploma or Bachelor’s degree in Business Administration.
• A minimum of five years’ experience in a similar administrative role related to project coordination and inspections.