Inspection Coordinator

DNV Group; Kuala Lumpur; On-site; MYR 60,000 - 90,000; Full time

Job summary

DNV Group in Kuala Lumpur seeks a capable coordinator to manage client and assignment coordination, inspector onboarding and project delivery across local and international activities. The role emphasizes stakeholder communication, safety compliance, and timely deliverables within approved agreements.

The successful candidate will oversee commercial control, financial performance and governance, ensuring quality records and compliant processes throughout the project lifecycle.

Responsibilities

• Act as the first point of contact for clients, vendors, inspectors and internal stakeholders, representing DNV professionally and delivering responsive, customer-focused service.
• Acknowledge and review requests for inspection, clarify scope, location, schedule, competence, reporting, safety and commercial requirements, and confirm that the requested service is covered by an approved agreement.
• Coordinate local and international inspection activities, including inter-office resource requests, and keep stakeholders informed of progress, changes, risks and delays.
• Prepare complete work assignments covering job references, inspection location, scope, schedule, mobilization, safety requirements, budgeted time and deliverable expectations.
• Identify and propose competent, approved and commercially suitable inspectors based on client requirements, technical competence, availability, location and project profitability.
• Coordinate onboarding, technical validation, approval and activation of new freelance inspectors with the relevant technical reviewers, approvers and super users.
• Maintain accurate inspector records and coordinate the issuance, tracking, and return of DNV inspection stamps where applicable.
• Confirm inspector availability, agreed rates, contractual readiness, required inductions, permits and mobilization arrangements before work begins.
• Create and maintain projects, assignments, schedules, events, client contract references, inspector rates and supporting records in iInspect2 and other approved DNV systems.
• Monitor inspection events and milestones, proactively follow up on field activities and expedite reports and support documents within contractual timelines.
• Review inspection reports and deliverables for completeness, clarity and compliance with DNV and client requirements; coordinate technical review when required and complete report grading.
• Ensure controlled, timely distribution of approved deliverables and maintain complete, traceable project documentation.
• Prepare proposals, quotations, tender inputs, service agreements, inspector CVs and other supporting documentation for client opportunities and projects.
• Support rate and commercial discussions with clients, inspectors and subcontractors within delegated authority and escalate exceptions for approval.
• Monitor budgets, bookings, Work in Progress, Accounts Receivable, Operational Gross Margin and overall project financial performance; initiate timely follow-up where action is required.
• Verify and approve time, expenses, claims and requisitions in line with contracts and DNV procedures, and check generated billing and cost records for accuracy.
• Prepare billing instructions and supporting documentation; coordinate with Finance on invoices, supplier payments, intercompany charges and overdue receivables.
• Ensuring assignments are delivered in accordance with applicable laws, client requirements, DNV policies, the Code of Conduct, quality standards, ethical requirements and internal procedures.
• Confirm that preliminary safety information, site hazards, PPE and induction requirements are identified and communicated before mobilization.
• Maintain data quality and document control across CRM, iInspect2, Synergy Life, Basware and other approved systems relevant to the role.
• Identify and implement practical process improvements that strengthen efficiency, service quality, compliance and customer satisfaction.

Tools

iInspect2

Synergy Life

Basware

Job description

Key Responsibilities :

Client and assignment coordination

• Act as the first point of contact for clients, vendors, inspectors and relevant internal stakeholders, representing DNV professionally and delivering responsive, customer-focused service.

• Acknowledge and review requests for inspection, clarify scope, location, schedule, competence, reporting, safety and commercial requirements, and confirm that the requested service is covered by an approved agreement.

• Coordinate local and international inspection activities, including inter-office resource requests, and keep stakeholders informed of progress, changes, risks and delays.

• Prepare complete work assignments covering job references, inspection location, scope, schedule, mobilization, safety requirements, budgeted time and deliverable expectations.

Resource and subcontractor management

• Identify and propose competent, approved and commercially suitable inspectors based on client requirements, technical competence, availability, location and project profitability.

• Coordinate onboarding, technical validation, approval and activation of new freelance inspectors with the relevant technical reviewers, approvers and super users.

• Maintain accurate inspector records and coordinate the issuance, tracking, and return of DNV inspection stamps where applicable.

• Confirm inspector availability, agreed rates, contractual readiness, required inductions, permits and mobilization arrangements before work begins.

Project execution and deliverables

• Create and maintain projects, assignments, schedules, events, client contract references, inspector rates and supporting records in iInspect2 and other approved DNV systems.

• Monitor inspection events and milestones, proactively follow up on field activities and expedite reports and support documents within contractual timelines.

• Review inspection reports and deliverables for completeness, clarity and compliance with DNV and client requirements; coordinate technical review when required and complete report grading.

• Ensure controlled, timely distribution of approved deliverables and maintain complete, traceable project documentation.

Commercial and financial control

• Prepare proposals, quotations, tender inputs, service agreements, inspector CVs and other supporting documentation for client opportunities and projects.

• Support rate and commercial discussions with clients, inspectors and subcontractors within delegated authority and **escalate exceptions for approval**.

• Monitor budgets, bookings, Work in Progress, Accounts Receivable, Operational Gross Margin and overall project financial performance; initiate timely follow-up where action is required.

• Verify and approve time, expenses, claims and requisitions in line with contracts and DNV procedures, and check generated billing and cost records for accuracy.

• Prepare billing instructions and supporting documentation; coordinate with Finance on invoices, supplier payments, intercompany charges and overdue receivables.

Governance, HSE and improvement

• Ensuring assignments are delivered in accordance with applicable laws, client requirements, DNV policies, the Code of Conduct, quality standards, ethical requirements and internal procedures.

• Confirm that preliminary safety information, site hazards, PPE and induction requirements are identified and communicated before mobilization.

• Maintain data quality and document control across CRM, iInspect2, Synergy Life, Basware and other approved systems relevant to the role.

• Identify and implement practical process improvements that strengthen efficiency, service quality, compliance and customer satisfaction.