Coordinator IATF Scheme

PT SGS Indonesia; Jakarta Utara; On-site; IDR 180,000,000 - 240,000,000; Full time

Job summary

PT SGS Indonesia is seeking an experienced IATF Schedule Arrangement & Audit Preparation coordinator to manage audit dates, auditor assignments, APC forms, and reporting timelines for IATF-related certification projects.

You will coordinate with clients and auditors, monitor APC timelines, prepare evidence, and support certificate issuance and post-audit administration, with strong Excel, SharePoint, CertIQ, and DigiApps skills.

Qualifications

• Bachelor’s degree in Business Administration, Operations Management, Engineering, Quality Management, or related field.
• Fluent in English and regional language; high level written and verbal English.
• Minimum 3–6 years of experience in scheduling, certification administration, customer coordination.
• Experience with certification processes, APC forms, audit planning, or certificate administration is an advantage.
• Strong scheduling, follow-up, and document control capability.
• Good understanding of audit preparation, APC timelines, audit plan coordination, suspension submission, and certificate issuance flow.
• Familiar with Microsoft Excel, SharePoint, CertIQ, DigiApps, Outlook, and IATF working files.

Responsibilities

• Send audit information to clients, including audit date, planned auditor, APC form, and APC submission date.
• Allocate audit dates, auditor names, APC dates, and reporting time in the IATF schedule and CertIQ.
• Follow up, collect, and send required documents before audit to clients and auditors.
• Ensure APC documents are submitted by clients no later than 30 days before audit.
• Ensure audit plans are received by clients no later than 14 days before audit.
• Create and submit suspension requests to Technical Reviewer for clients with Major NC based on audit reports.
• Create review plans and perform administrative review approval for submitted audit reports.
• Draft and issue certificates using CertIQ and DigiApps.
• Send issued certificates and previous week schedules to the IATF database administrator at SGS Shanghai.
• Release audit schedules to all auditors.
• Save scheduling correspondence with clients in SharePoint.
• Maintain IATF scheduling files and support certificate administration monitoring.
• Allocate all auditor activities for other chargeability activities in the CertIQ calendar.
• Check overdue data, scheduling status, and auditor utilization, add comments, and discuss required actions with the superior.
• Monitor global KPIs related to scheduling, admin review, and certificate issuance.
• Handle schedule arrangements for affiliate requests.
• Request purchase orders to affiliates, submit forecast revenue, and submit OTA and skill allowance data.

Skills

Scheduling

Customer coordination

Document control

English proficiency

Attention to detail

Education

Bachelor’s degree in Business Administration

Tools

CertIQ

DigiApps

SharePoint

Microsoft Excel

Outlook

Job description

IATF Schedule Arrangement & Audit Preparation

Send audit information to clients, including audit date, planned auditor, APC form, and APC submission date.

Allocate audit dates, auditor names, APC dates, and reporting time in the IATF schedule and CertIQ.

Follow up, collect, and send required documents before audit to clients and auditors.

Ensure APC documents are submitted by clients no later than 30 days before audit.

Ensure audit plans are received by clients no later than 14 days before audit.

Post-Audit Administration

Create and submit suspension requests to Technical Reviewer for clients with Major NC based on audit reports.

Create review plans and perform administrative review approval for submitted audit reports.

Draft and issue certificates using CertIQ and DigiApps.

Send issued certificates and previous week schedules to the IATF database administrator at SGS Shanghai.

Weekly & Data Management

Release audit schedules to all auditors.

Save scheduling correspondence with clients in SharePoint.

Maintain IATF scheduling files and support certificate administration monitoring.

Monthly Monitoring, Global KPI & Financial Support

Allocate all auditor activities for other chargeability activities in the CertIQ calendar.

Check overdue data, scheduling status, and auditor utilization, add comments, and discuss required actions with the superior.

Monitor global KPIs related to scheduling, admin review, and certificate issuance.

Handle schedule arrangements for affiliate requests.

Request purchase orders to affiliates, submit forecast revenue, and submit OTA and skill allowance data.

Requirement:

Bachelor’s degree in Business Administration, Operations Management, Engineering, Quality Management, or related field.

Fluent in English and Regional language, high level of written and verbal English.

Minimum 3-6 years of experience in scheduling, certification administration, customer coordination.

Experience with certification processes, APC forms, audit planning, or certificate administration is an advantage.

Strong scheduling, follow-up, and document control capability.

Good understanding of audit preparation, APC timelines, audit plan coordination, suspension submission, and certificate issuance flow.

Familiar with Microsoft Excel, SharePoint, CertIQ, DigiApps, Outlook, and IATF working files.

Detail-oriented with ability to monitor overdue data, utilization, KPIs, forecast, PO, OTA, and skill allowance submissions.

SGS is the world’s leading Testing, Inspection and Certification company. We operate a network of over 2,500 laboratories and business facilities across 115 countries, supported by a team of over 100,000 dedicated professionals. With more than 145 years of service excellence, we combine the precision and accuracy that define Swiss companies to help organizations achieve the highest standards of quality, compliance and sustainability.

Our brand promise – when you need to be sure – underscores our commitment to trust, integrity and reliability, enabling businesses to thrive with confidence.

SGS is the world’s leading Testing, Inspection and Certification company. We operate a network of over 2,500 laboratories and business facilities across 115 countries, supported by a team of over 100,000 dedicated professionals. With more than 145 years of service excellence, we combine the precision and accuracy that define Swiss companies to help organizations to achieve the highest standards of quality, compliance and sustainability.

Our brand promise – when you need to be sure – underscores our commitment to trust, integrity and reliability, enabling businesses to thrive with confidence.