Reporting to the Operations Manager, the incumbent shall be responsible for the coordination and the proper execution of activities, as well as client satisfaction.The incumbent shall perform various tasks related to the coordination of daily and weekly activities, such as reviewing the mandate, action planning, assigning tasks, maintaining business relations with clients, suppliers and/or subcontractors, reviewing reports and other related tasks such as writing emails, letters, reports, preparing inspection certificates and shipping parcels.
- Perform tasks specified by his/her manager;
- Will be the first line of communication with clients and/or suppliers to obtain information required for carrying out the work and fully understand the scope of work requested;
- Identify and analyse client needs and review technical specifications;
- Complete applications for creating new customer accounts/information;
- Data entry in KAES for all the steps of daily activities.
- In collaboration with the coordinator, issue tenders for services, when needed;
- In collaboration with the coordinator, plan and prepare work to be carried out (assignment, documents, equipment);
- In collaboration with the coordinator, coordinate actions with the client and/or supplier with regards to specific schedules;
- Ensure forms needed to complete the assignments are duly completed;
- Review purchase orders to ensure compliance with the proposal and mandate;
- Ensure the availability of all equipment and assist the Manager to make sure of calibration validity needed to carry out the work;
- Interact with clients regularly in order to ensure proper communications and a smooth workflow;
- Follow up with team member to get their daily inspection reports, review, edit and sign their reports and send them to client;
- Track and manage project milestones to ensure all of activities performed in a timely manner and track inspection hours;
- Managing/tracking monthly billing from contractor and follow up to approve and submit to client;
- Tracking project invoices and Billing status;
- Tracking project close out documents and manage reports;
- Produce various report at month end and provide progress reports to clients;
- Ensure the work completed is consistent with the mandate, is completed on time and conducted in a professional manner with meticulous attention to detail in order to provide excellent service;
- May have to do electronic archiving of technical documents; send the preliminary reports to inspection supervisor (if applicable) and transmission of final approved inspection reports to clients;
- Prepare the draft of Inspection Certificate and have it signed by Operation Manager of SCS;
- Maintaining project documents, latest standard and share it with team inspectors;
- May require to do the Technical Audit of inspectors;
- May have to help with Car maintenance monitoring, if necessary;
- May have to prepare and book inspector trips via Egencia, if necessary;
- May have to do time reconciliation, if necessary.
- Perform various office administrative related tasks such as record keeping, data entry, electronic filing, courier shipments (Purolator).
- Participate in the resolution of complaints and non-compliance issues.
- Provide technical support to the sales team with regards to service offerings.
- Provides guidance and/or leadership to others, including indirect reports, peers, or managers