Certification Audit Support – Management Systems (Free-Agent)

TUV Rheinland Philippines Inc.; Philippines; On-site; PHP 279,000 - 469,000; Full time

Job summary

TUV Rheinland Philippines Inc. is seeking an Audit Support professional to provide end-to-end administrative and coordination support for certification audits.

The role handles offer preparation, audit planning, auditor travel, documentation, client coordination, and certificate release. The ideal candidate will have strong organizational, communication, and document management skills to ensure timely processing of certification projects.

Qualifications

• Bachelor's degree in business administration, management, engineering, quality management, or related field.
• At least 1 year of experience in project coordination, client servicing, administrative support, document control, or related functions.
• Fresh graduates may be considered if they show strong organizational and administrative skills.

Responsibilities

• Prepare quotations for existing clients and surveillance audits using SAP and other tools.
• Coordinate with clients on upcoming surveillance audits, schedules, and requirements.
• Monitor offers and ensure activities meet established timelines.
• Coordinate audit planning, documentation, and required client documents.
• Coordinate travel, accommodation, and logistics for auditors.
• Update audit team assignments and ensure complete documentation before submission.
• Release verified audit reports and certificates within established timelines.
• Maintain project monitoring records from offer to certificate release.

Skills

Microsoft Office

Client coordination

Customer service

English communication

Filipino communication

Attention to detail

Education

Bachelor's degree in business administration or related field

Tools

SAP or similar business systems

Job description

About the Role

The Management Systems Certification Audit Support provides administrative and coordination support throughout the certification audit process, including offer preparation, audit planning, auditor logistics, project documentation, client coordination, and certificate release.

Please note: This is not a financial or accounting audit role.

The position requires strong organizational, coordination, communication, and document management skills to ensure certification projects are processed accurately and within established timelines.

1. Offer Preparation & Client Coordination

• Prepare quotations for existing clients and surveillance audits using SAP and other applicable tools.

• Coordinate with clients regarding upcoming surveillance audits, quotations, schedules, and requirements.

• Process audit schedule changes, deferment, or preponement requests in coordination with the relevant teams.

• Monitor offers and ensures activities are completed within established timelines.

2. Audit Planning & Documentation

• Coordinate with clients, auditors, and relevant internal teams regarding audit requirements, schedules, and documentation.

• Request audit plan preparation from the assigned Lead Auditor and ensure completion within the required timeline.

• Submit the audit plan to the client at least two (2) weeks before the audit.

• Coordinate any changes to the audit plan, schedule, or audit team with the client, Scheduler, and Audit Team.

• Request and monitor required documents from clients.

• Prepare complete audit packages at least one (1) week before the audit.

• Maintain the audit package logbook and related records.

• Verify the accuracy, quality, and completeness of documents before submission to clients and the Audit Team.

• Monitor audit planning activities and ensure deadlines are met.

3. Auditor Logistics

• Coordinate travel, transportation, accommodation, and other logistical requirements for auditors.

• Request flight quotations from travel providers and process necessary travel approvals.

• Coordinate auditor pick-up and drop-off arrangements with clients at least three (3) days before the audit.

• Arrange transportation through accredited providers when required.

• Coordinate accommodation arrangements with clients and arrange hotel bookings when necessary.

• Process petty cash or check requests for travel-related expenses.

• Prepare and submit liquidation reports to Finance and Accounting within the required timeline.

• Ensure all logistical information and arrangements are accurate and complete.

4. Certification Project Processing

Manage assigned certification projects in ICMS and coordinate with the relevant Certification Offices.

• Update audit team assignments based on the final audit plan.

• Verify the completeness and accuracy of project documentation before submission.

• Update BDS with accurate client information.

• Mark audits as completed in ICMS within five (5) days after the audit.

• Verify, scan, and upload required audit and project documentation.

• Submit projects for Completeness Check within five (5) days after receipt of complete documentation.

• Submit projects for Certification Office Review within the required timeline.

• Process reviewer approval requests when necessary.

• Coordinate with Certifiers and Coordinators regarding project-related concerns.

• Follow up with auditors and clients regarding outstanding documentation and requirements.

• Prepare reminder and escalation letters for overdue Nonconformity (NC) responses.

• Coordinate NC responses, supporting evidence, and additional review requirements with clients, auditors, and affiliate offices.

• Monitor project processing activities and ensure required deadlines are met.

5. Release of Audit Reports & Certificates

• Review and release verified audit reports and closed-out NC reports to clients within the established timelines.

• Verify certificate information for accuracy before release.

• Print certificates when required and endorse hard copies to the Customer Care Officer (CCO).

• Upload certificates to ICMS and update corresponding project records.

• Maintain certificate release and receiving records.

• Generate and send Test Marks and applicable TÜV Guidelines to clients.

• Coordinate requests for banners and stickers with the CCO, ensuring complete and accurate client information.

6. Project Monitoring

• Maintain accurate and updated project monitoring records from offer preparation through certificate release.

• Track project milestones, outstanding requirements, and deadlines.

• Ensure timely project completion and certificate issuance across applicable Management System standards.

• Escalate delays, outstanding requirements, and other project concerns to the appropriate stakeholders when necessary.

7. Coordination & Communication

• Maintain regular coordination with Clients, Audit Teams, Lead Auditors, Scheduler, Technical Coordinator, Sales Personnel, COP, CCO, Certifiers, Coordinators, and other relevant stakeholders.

• Facilitate communication regarding proposals, audit schedules, MRS, audit results, project documentation, certification requirements, and other project-related concerns.

• Provide timely updates and follow-ups to ensure smooth project execution.

Qualifications and Requirements

Education

Bachelor's degree in business administration, Management, Engineering, Quality Management, or any related field.

Experience

• Preferably at least one (1) year of experience in project coordination, client servicing, administrative support, document control, quality management, certification, or a related function.

• Experience or exposure to Management Systems, ISO standards, or certification audit processes is an advantage but not required.

• Fresh graduates with strong organizational, communication, and administrative skills may also be considered, if you're open to fresh graduates.

Skills and Competencies

• Proficient in Microsoft Office applications; experience with SAP or similar business systems is an advantage.

• Strong client coordination and customer service skills.

• Excellent oral and written communication skills in English and Filipino.

• Strong attention to detail and document management skills.

• Ability to monitor multiple projects, deadlines, and deliverables simultaneously.

• Strong organizational and time-management skills.

• Analytical and problem-solving ability.

• Ability to work effectively with different stakeholders and levels of the organization.

• Ability to work under pressure and adapt to changing priorities.

• Willingness and ability to learn Management System certification processes and applicable standards.