Audit Support (Free-Agent)

TUV Rheinland Philippines Inc.; Makati; On-site; PHP 335,000 - 580,000; Full time

Job summary

TÜV Rheinland Philippines Inc. is seeking a detail-oriented coordinator to manage offer preparation, audit planning, and related documentation for client engagements in Makati.

The role requires strong communication and organization skills, with experience in audit processes and SAP quotations being advantageous. The position involves coordinating with clients, auditors, and internal teams to ensure timeliness across planning, logistics, and project processing, while maintaining accurate records

Qualifications

• Bachelor's degree in any relevant field.
• Proficient in English and Filipino (Tagalog).
• Preferably with at least 1 year of relevant work experience.
• Knowledge of Management System audit processes is an advantage.

Responsibilities

• Prepare quotations and endorse details for order processing in a timely manner.
• Coordinate with clients for surveillance audits at least 3–6 months before the due date.
• Prepare Calculation Tool as needed based on client information and approvals.
• Prepare quotations in SAP and submit to clients.
• Endorse audit schedules to COP at least 1–2 months before the audit date.
• Monitor logistics and project documentation to ensure timely completion.
• Maintain constant communication with clients regarding quotations and offers.
• Respond promptly to client inquiries.

Skills

MS Office proficiency

Excellent communication

Multitasking

Time management

Education

Bachelor's degree in any field

Tools

Microsoft Office Suite

Job description

1. Offer Preparation (Existing Clients / Surveillance Audits Only)

• Prepare quotations and endorse details for order processing in a timely manner.
• Coordinate with clients due for surveillance audits at least 3–6 months before the due date.
• Prepare Calculation Tool (as needed) based on client information and request necessary approvals.
• Prepare quotations in SAP and submit them to clients.
• Endorse audit schedules to COP at least 1–2 months before the audit date.
• Process requests for audit deferment or preponement, subject to approval.
• Maintain constant communication with clients regarding quotations and offers.
• Respond promptly to client inquiries.
• Monitor and update the status of all offer preparation activities within the required timelines.

2. Audit Planning

• Coordinate with clients regarding required audit documentation.
• Ensure timely preparation and submission of audit plans.

Audit Plan Preparation

• Request audit plan preparation from the assigned Lead Auditor within the required timeline.
• Submit the audit plan to the client at least two (2) weeks before the audit.
• Coordinate changes to the audit plan, audit schedule, or audit team with the client, scheduler, and audit team.

Audit Documentation

• Request all required documents from clients.
• Prepare audit packages at least one (1) week before the audit.
• Maintain the audit package logbook.
• Verify the quality and completeness of all documents submitted to clients and the audit team.
• Monitor audit planning activities and update their status within the required deadlines.

3. Logistics Arrangement

• Coordinate flights, transportation, accommodation, and related logistics for auditors.

Flight Arrangements

• Request flight quotations from travel providers.
• Process travel and flight approvals.

Transportation

• Coordinate auditor pick-up and drop-off details with clients at least three (3) days before the audit.
• Arrange transportation with accredited providers when required.

Accommodation

• Coordinate accommodation arrangements with clients.
• Arrange hotel bookings for auditors traveling from Visayas or Mindanao to Manila.

Petty Cash

• Process petty cash or check requests for travel-related expenses.
• Submit timely liquidation reports to Finance and Accounting.

General

• Ensure accuracy and completeness of logistics information.
• Monitor logistics activities and update their status within the required timelines.

4. Project Processing in ICMS

• Manage assigned projects in ICMS and ensure timely processing and coordination with Certification Offices.

Project Processing

• Update audit team assignments in ICMS based on the final audit plan.
• Verify the completeness and accuracy of project documents before submission.
• Update BDS with correct client information.
• Mark audits as completed within five (5) days after the audit.
• Verify audit documentation and upload required records to ICMS.
• Scan and upload project documents.
• Submit projects for Completeness Check within five (5) days after receiving complete documentation.
• Submit projects for Certification Office Review within five (5) days.
• Process reviewer approval requests when required.
• Coordinate with Certifiers and Coordinators regarding project-related concerns.

Client Follow-up

• Prepare reminder and escalation letters for overdue NC responses.
• Follow up with auditors and clients regarding required documentation.
• Coordinate Nonconformity (NC) responses and supporting evidence.
• Coordinate with affiliate offices for additional review requirements.

Monitoring

• Monitor all project processing activities and update project status within required deadlines.

5. Release of Audit Documentation

• Provide verified audit documents and certificates to clients.

Audit Reports

• Send quality-checked audit reports and closed-out NC reports:
• Without NC: within three (3) days after receipt from the Lead Auditor.
• With NC: within three (3) days after NC acceptance by the Lead Auditor.

Certificates

• Verify certificate details before release.
• Print certificates when necessary and endorse hard copies to the Customer Care Officer (CCO).
• Upload certificates to ICMS and update project records.
• Maintain certificate release records.
• Ensure receiving records for certificates, banners, and frames are properly filed.

Certipedia

• Generate and send Test Marks to clients.
• Send TÜV Guidelines on the Use of the Test Mark.

Banners and Stickers

• Request banners and stickers from CCO with complete and accurate client information.

6. Project Monitoring

• Maintain project monitoring sheets from offer preparation until certificate release.
• Monitor project status to ensure timely completion and certificate issuance for all standards.

7. Coordination and Communication

• Maintain regular coordination with the Scheduler, Technical Coordinator, Sales Personnel, COP, CCO, Clients, and the Audit Team regarding proposal preparation, audit scheduling, MRS, audit results, project documentation, and other project-related concerns.

Qualifications and Requirements

Education: Bachelor's degree in any relevant field.

Languages: Proficient in English and Filipino (Tagalog).

Professional Experience:

• Preferably with at least one (1) year of relevant work experience.
• Knowledge of Management System audit processes is an advantage.

Skills, Knowledge, and Competencies:

• Proficient in Microsoft Office applications.
• Excellent oral and written communication skills.
• Ability to work effectively with all levels of the organization.
• Ability to work under pressure and manage multiple priorities.
• Knowledge of Management System Standards.
• Strong interpersonal and customer service skills.
• Analytical and problem-solving skills.
• Keen attention to detail.
• Fast learner with the ability to adapt quickly.
• Strong time management and organizational skills.
• Effective stress management skills.