Operations Coordinator (On-Site)

Company DescriptionSGS is the world's leading Testing, Inspection and Certification company. We operate a network of over 2,700 laboratories and business facilities across 119 countries, supported by a team of 99,250 dedicated professionals. With over 145 years of service excellence, we combine the precision and accuracy that define Swiss companies to help organizations achieve the highest standards of quality, safety and compliance.Job DescriptionPRIMARY RESPONSIBILITIESResponsible for over-all coordination of the certification process of client companies in support to the division in the area of documents, materials, package and invoice preparation and file/database maintenance.Specific ResponsibilitiesAUDIT SCHEDULINGSends & follow-up audit schedule to the client 3 months in advance following Knowledge GSP/GPP and the ISO 17021Audit schedule is already firmed up 3 months prior audit execution.Zero movement on the confirmed schedule without valid reasonAUDIT ITINERARYSends audit itinerary to the client at least 2 weeks prior audit executionAudit itinerary is compliant with Knowledge policyAUDIT LOGISTICSCoordinates and make the necessary arrangements (flight booking, transportation, & other travel requirements for on-site jobs)Audit logistics should be made clear & coordinated in a timely mannerCoordinates with the auditor their confirmed schedule, including the presence of Technical Expert and/ or Observers/ Auditor-under-supervision during the conduct of the auditInformation should be accurate to both the auditor, the technical expert, and /or ObserversAUDIT PACKAGE PREPARATIONPrepares and transmit to the audit team the audit package following GSP/GPP for auditor’sCorrect & Complete audit packageINVOICING (in coordination with the GBS Invoicing Team)Ensure that all billable jobs for the next 3 months are readily available in the Invoice Monitoring to identify the revenue projection for the succeeding monthsPrepares & sends audit invoice to the client during the 1st week of each month with clear emphasis that collection shall be made during the 1st day of the auditPayment shall be received from the client 100% during the first day of the auditDSO is achieved.Reimbursable expenses shall be invoiced after the audit and apply 10% administrative fee following new rule of FIN-DIV.100% invoicing of reimbursable expenses shall be made within the monthCollate, prepare and submit the weekly and monthly revenue reports including revenue accruals, deferrals and expensesTimely and accurate reportingAUDIT PACKAGE CHECKINGFollow-up with relevant auditor and checks completeness of the audit package 1 week after the conduct of the audit and submits the same for technical review (if applicable)On time submission and complete audit packagesAUDIT CERTIFICATE PREPARATION AND ISSUANCEPrepares Certificate following GSPP/GPP for approval of the Division Manager. Issuance of certificate shall only takes place once client is confirmed paid on all services provided by SGS Kn.Issuance of Certificate shall not exceed 2 months from the last day of full compliance of the client in the certification process.REGULAR DUTIESIdentify and plan all activities - audits, and any other activities, that are due for scheduling across all sectors of Knowledge SolutionsSend audit schedule notifications 90 days in advance, and confirmed within 45 days before the actual audit dateCollaborate with the entire division's key personnel to ensure that the YTD revenue is achieved by the divisionEnsure that the audits activities are booked and allocated in the system and is consistent with the client’s Scope of Certification (chosen management system standard(s), the client’s industry sector, technical area(s), products and processes)Comply with system related activities and any other tasks and issues associated with various applications and processes such as, but not limited to, reporting, orientation of new users, etc.Interact with clients with a view to understand their needs and goals, willing to help clients and be attentive to their needsPerforms other related duties as may be assigned either in support of departmental goals or for his/her personal or professional training, education or development as programmed by his/her immediate superior.Complies with the QHSE policies including but not limited to:Demonstrates strong commitment to SGS QHSE Policies, Procedures, and Work Instructions by participating in safety meetings, completing required training, intervening in unsafe situations, refusing unsafe work, and complying fully with all applicable laws and regulations related to QHSE.Responds appropriately to emergency situations and assists other staff members in maintaining readiness to respond to emergencies within the workplace.In accordance with the SGS QHSE Management System requirements, disposes of, or directs the disposal of, waste generated as a part of daily work performed in a safe manner and in compliance with all waste transportation and disposal regulations and requirements.Reports all incidents (actual incidents and near misses) in accordance with the SGS Incident Reporting requirements.Uses all equipment (including safety equipment) in the manner intended and reports any damaged / lost equipment to supervisor.Maintain a safe and tidy worksite.Maintains awareness of hazards and proposes controls to supervisor, QHSE Representatives or relevant client / site contact.Actively participates in incident investigations and risk assessments as deemed necessary by SGS management.OCCASIONAL DUTIESSuggest area or opportunities for improvementPerform other related tasks as maybe assigned by her superiors in support of division goals, or personal development as programmed by her superiors.QualificationsEducation:Education: College Graduate (any 4-year course, preferably Business Related) Experience/Technical Knowledge2 years admin-related experiencePreferably with experience in database management and system administration with responsibilities requiring analytical thinking.LanguageFluent in English (both written and verbal).OthersIntegrityQuality Work StandardCustomer Service OrientationCommunication and Interpersonal SkillsPersuasive Speaking SkillsTech SavvyPlanning and Organizing/Work ManagementAttention to Details/Quality OrientationResults DrivenMultitaskHas the "gets the work done and motivates others to do the same" AttitudeAdaptableDaily reporting onsite