Global Project Mobilisation & Travel Coordinator

KDCI Outsourcing; Pasig; On-site; PHP 335,000 - 536,000; Full time

Job summary

KDCI Outsourcing is seeking a Project Mobilisation & Travel Administrator in the Philippines to streamline personnel mobilisation, travel planning, and compliance for project teams. This role requires strong coordination across travel, mobilisation, and subcontractor compliance and involves close collaboration with project managers and clients to ensure timely and compliant project delivery.

The ideal candidate will have exceptional organisational skills, attention to detail, and the ability to

Qualifications

• Experience in administration, mobilisation, travel coordination, or project support.
• High-level organizational skills with the ability to manage multiple competing priorities and projects simultaneously.
• Exceptional attention to detail and ability to maintain accurate records and documentation.
• Strong written and verbal communication skills.
• Customer service experience with the ability to communicate professionally with employees, contractors, clients, suppliers, and internal stakeholders.
• Ability to work independently while collaborating effectively with project teams.
• Ability to proactively follow up on documentation, compliance requirements, renewals, and outstanding actions.

Responsibilities

• Coordinate domestic and international travel bookings for employees, including flights, accommodation, vehicle hire, and airport transfers.
• Arrange charter flights and ferry bookings where required to support project and site access.
• Manage travel changes, cancellations, and emergency travel requirements, responding promptly as project demands shift.
• Prepare clear travel itineraries and communicate these to travellers, project managers, and other stakeholders.
• Liaise with travellers, project managers, and travel suppliers to confirm requirements and resolve issues.
• Source cost-conscious travel options that balance budget, traveller welfare, and project timelines.
• Prepare travel reports and maintain accurate travel records for business and project purposes.
• Coordinate mobilisation for employees and contractors, ensuring personnel are mobilisation-ready before project commencement.
• Monitor and track licences, competencies, medicals, drug and alcohol requirements, VOCs, High Risk Work Licences, and trade qualifications.
• Coordinate client and site inductions and maintain accurate training records for all personnel.
• Upload and maintain documentation within client and internal systems, ensuring records are current and complete.
• Manage mobilisation registers, proactively identifying missing documentation and following up on renewals.
• Monitor expiry dates and coordinate renewals well ahead of project deadlines to avoid delays.
• Liaise closely with HSEQ, HR, Project Managers, and clients to align mobilisation activities with project schedules.
• Coordinate subcontractor pre-qualification, ensuring all required documentation, including licences, insurances, and certifications, is submitted, reviewed, and verified before engagement.
• Track and verify subcontractor insurances, including public liability, workers compensation, and professional indemnity, ensuring currency and adequate coverage levels.
• Maintain subcontractor compliance registers, monitor expiry dates for insurances, licences, and certifications, and proactively follow up on renewals.
• Review subcontractor documentation for compliance with company and client requirements, escalating gaps or non-conformances to HSEQ, Procurement, or Project Managers as required.
• Ensure subcontractors are not mobilised to a project without verified and current compliance documentation.
• Ensure compliance registers are accurate, complete, and reviewed proactively ahead of expiry.
• Identify and promptly escalates compliance gaps or non-conformances.
• Provide subcontractors and internal stakeholders with clear and timely communication regarding compliance requirements and status.
• Maintain accurate and organized compliance reporting that is available to Project Managers and clients as required.
• Liaise with subcontractors to obtain outstanding documentation and resolve compliance queries.
• Upload and maintain subcontractor compliance records within client and internal systems.
• Support the onboarding of new subcontractors, ensuring compliance status is confirmed before mobilisation.
• Prepare compliance status reports for Project Managers and clients as required.
• Support audits and reviews of subcontractor compliance as required.
• Coordinate mobilisation for employees and contractors, ensuring personnel are mobilisation-ready before project commencement.
• Monitor and track licences, competencies, medicals, drug and alcohol requirements, VOCs, High Risk Work Licences, and trade qualifications.
• Coordinate client and site inductions and maintain accurate training records for all personnel.
• Upload and maintain documentation within client and internal systems, ensuring records are current and complete.
• Manage mobilisation registers, proactively identifying missing documentation and following up on renewals.
• Monitor expiry dates and coordinate renewals well ahead of project deadlines to avoid delays.
• Liaise closely with HSEQ, HR, Project Managers, and clients to align mobilisation activities with project schedules.
• Coordinate subcontractor pre-qualification, ensuring all required documentation, including licences, insurances, and certifications, is submitted, reviewed, and verified before engagement.
• Track and verify subcontractor insurances, including public liability, workers compensation, and professional indemnity, ensuring currency and adequate coverage levels.
• Maintain subcontractor compliance registers, monitor expiry dates for insurances, licences, and certifications, and proactively follow up on renewals.
• Review subcontractor documentation for compliance with company and client requirements, escalating gaps or non-conformances to HSEQ, Procurement, or Project Managers as required.

Skills

Project administration

Travel coordination

Mobilisation

Documentation management

Communication

Independent work

Multitasking

Tools

Hammertech

Donesafe

CM3

Avetta

Rapid Global

Travel booking systems

Job description

KDCI Outsourcing is seeking a Project Mobilisation & Travel Administrator in the Philippines to streamline personnel mobilisation, travel planning, and compliance for project teams. This role requires strong coordination across travel, mobilisation, and subcontractor compliance and involves close collaboration with project managers and clients to ensure timely and compliant project delivery.

The ideal candidate will have exceptional organisational skills, attention to detail, and the ability to