Project Coordinator (Third Party Inspections)

Apave International; Abu Dhabi; On-site; AED 120,000 - 200,000; Full time

Job summary

A global risk management firm in Abu Dhabi is seeking an experienced professional for administrative duties related to projects. Responsibilities include managing documentation, preparing quotes, and coordinating with clients and inspectors. The ideal candidate will possess a diploma or bachelor's degree in Business Administration and at least five years' experience in a similar role. Strong interpersonal skills and proficiency in MS Office and accounting software are essential.

Qualifications

• Minimum of five years of experience in a similar role.
• Proficient in MS Office and accounting software.
• Ability to prioritize work in a fast-paced environment.

Responsibilities

• Handle documentation and project budget.
• Prepare quotations and proposals for clients.
• Coordinate inspections and manage schedules.

Skills

Interpersonal skills

Effective communication

MS Office proficiency

Time management

Education

Diploma or Bachelor’s degree in Business Administration

Tools

Oracle

D365

Job description

The Company

Apave is an international group specialised in risk management with more than 150 years’ experience, Apave offers services and expertise in 5 areas: inspection, training, testing-measurements, certification and labels, advice and technical support. Whether it relates to personal safety, site safety and compliance, environmental safety or digital security, Apave’s mission at all times is as a trusted third party for its customers.

Through its 50 subsidiaries and holdings in Europe, Asia, the Middle East, Indian Ocean and Africa, Apave International is developing in buoyant markets: major industrial and civil infrastructures, construction, civil engineering, energies, transport.

Job Overview

Responsible for various administrative duties relating to Projects. These duties may include documentation, meeting management, handling the project budget, and using time management skills.

Job Duties/Roles

• Registration of request and technical/scope evaluation and confirmation to client after discussing with Team.
• Preparation of Quotation request along with suitable CV’s and send to Intercompany offices / Sub contractors in various Countries.
• Verification of cv and rates as per contract and preparation of cv for client submission.
• Preparation of Proposal along with selected cv /documents to client/end User
• Updating of enquiry register
• Follow up with client and end user for further acceptance and interview scheduling.
• Once selected co-ordination between Inspector/Offices (IC/SC) for further process.
• Submission/co-ordination between Inspector/Co-Ordinator for project related Inspection schedules and Reporting- This will be major job and continual contacts between project team/inspector/client at any time required.
• Follow up with client for PO/Other contracts.
• Verification of PO against Proposal and T& C.
• Preparation of Legal review request for new Po/Contract (if applicable)
• Receipt of Inspection reports and its verification before submitting to Client/End User
• Recoding of each flash/inspection reports in proper files
• Verifications of time sheets/other expenses along with PO
• Submission of verified Time sheets/report to Client/End user
• Preparation of IRF (Invoice request form) and invoice preparations
• PO amendment (if any) and Payment follow up.
• Verification of SC/IC time sheets and their invoices.
• Clearance of Invoices after reviewing the approved time sheets and reports.

Knowledge, Skills and Abilities Required (KSAR)

• Good interpersonal skills for dealing with internal and external clients.
• Know how to communicate effectively in a multicultural environment
• Proficient in MS Office, other accounting software – Oracle, D365.
• The ability to prioritize work in a fast-paced, dynamic environment
• Excellent written and verbal communication skills
• Key competencies: Communication, Planning & organizing, time management

Minimum years of Experience

A minimum of Five (5) years previous experience in similar role.

Required/Preferred Education Requirements

Diploma or Bachelor’s degree in Business Administration