Project Coordinator and QA Administrator
C-Mar Middle East
Total years of experience :10 years, 2 Months
Project Coordinator and QA Administrator
• Coordinates 200+ globally located vessels of Bourbon and NON-Bourbon Projects for DP Annual Trials & Audit Programme and FMEA Trials that includes sending email, updates the notice logsheet, and hands over to Project Manager and Surveyors Engineer.
• Coordinates with Surveyor Engineers’ availability in the Trial Attendance and the Trial Programme preparation for each vessel.
• Directs, organizes and controls vessel project trial attendance activities.
• Maintain KPIs for vessel's performance and keep data updated for assigned area
• Tracks and manages contemplated change notices and change orders in the database of all vessels trial attendance.
• Effectively and accurately communicates relevant trial project information to the clients and project teams.
• Ensures that client’s trial reports needs are met in a timely and cost effective manner.
• Assists the PM in the review of issuing quotations prior to recommendation and approval for each vessel.
• Prepares substantial completion certificates and ensures that all required vessel projects are secured.
• Manage vessels vetting by keeping vessel schedules updated and keep all relevant parties informed of the schedules and of any changesReviews project activities for compliance with procedures and standards of C-MAR QA Platform.
• Sets up and manages support functions covering planning, tracking, reporting, quality management and internal communication for all outgoing C-MAR Trials Reports to Clients.
• Tracks the progress and quality of work performed by individual C-MAR surveyor engineer.
A. Lead Project Document Controller
• Central lead document controller to various MWS, Engineering and Consultancy Projects
• Coordinates the engineering and operations activities for MWS and consultancy projects documentum.
• Attends and takes the minutes of kick-off meetings, progress meetings, operations meetings and meetings required by the client.
• Coordinates with other offices and clients for various operations in the Middle East, Far East, Europe, United States and other parts of the world.
• Reports to the Head of Engineering/Regional Marine Warranty Manager and responsible for carrying out project management document control in all ongoing diversified projects.
• Coordinator for input/output data of Siebel database system and/or CRM system for UAE and Middle East Region.
• Transmits, dispatches, and examines or inspects closely and thoroughly the Technical Review Notes (TRN’s), Reports (e.i. Suitability Survey, Defects List, Attendance Report, and Damage Inspection Report).
• Aids in the preparation of substantial completion certificates such as SoA and CoA, and Client feedback and ensures all required project close out documents are obtained.
• Ensures accuracy of all documentation are all essential functions to the projects compliant with QHSE policies.
• Ensures regulatory procedures and changes are followed at all times in all project document control system.
• Receives, checks, registers and fillsall Surveyor’s Logs, Daily Progress Report (DRP), SoA, CoA, Office Checklist, Site Checklist, Tugs Forms, Work Instruction, Surveyors Log, and all relevant documents.
• Updates the record and maintenance of Completed/Ongoing Marine Warrnaty Surveyor (MWS) Service Experience List.
• Efficiently and responsibly archives all superseded, closed, paid work project documents.
B. Proposal and Project Contracts Administrator
• Acts as the focal point of contact with the customer for all contractual matters and is a liaison with customers and internal departments for all matters affecting contracts.
• Ensures that all SO, PO, Contracts, ITT’s/EOI’s /Bid Acknowledgment, Circular and Clarification Tenders are properly administered.
• Attends internal and external project reviews to identify potential contract impacts or contract changes management requirements (e.g., change proposals, equitable adjustment requests, scope of work modifications).
• Works closely with Regional Proposal Manager, Project Manager to negotiate terms and conditions and preparation and other technical related documentation.
• Maintains an audit file for each contract which includes original contract, all correspondence, changes/deviations, amendments, clarifications, payment schedules.
• Prepare contract change notices, monitor contractor performance, including the reporting and status of contractor and owner deliverables.
• Obtaining feedback from successful and unsuccessful submissions/lost clients with feedback to relevant Proposal Manager and Business Development Team.
• Maintain deadlines on deliverables and communicate on an ongoing basis with business partners and internal clients about contractual issues.
• Formatting of documents to meet the firm's house style and creating proforma documents as and when required.
• Serve as a liaison between internal and external parties during contract development and negotiation stages
• Perform appropriate clinical, administrative and operational research to support proposal and contract development.
• Provides support to the Regional Proposal Manager, Project Manager during post-proposal stages of the bidding and provide full hand-over to the client.
• Prepares documentation such as (Proposed CV’s, Completed/Ongoing MWS Experience List, Company Profile, ISO Certificates, Company Brochure, Organogram, and All related Authority and Govermental License).
• Collaborates closely at all stages during the bid management process.
• • Provides primary objectives of administration works whilst delivering support to Executive Project Director, HSE Manager, Construction Manager and the rest of the core team.
• Administers the weekly/monthly timesheet of the project team using Oracle and updates the team calendar for leave entitlements.
• Manages and controls site office expenditure within agreed approved monthly budgets, and arranges for maintenance of all necessary equipment and materials relating to the effective delivery of site works project.
• Assists with the implementation and administration of the project electronic document management system.
• Reports the performance of the documents issued and submitted by all parties for review and as a basis for improvement of the documents control system.
• Uses project database system (BIW) to track, manage and control issued documents. Assigns numbers for correspondence, shop drawings submission and various other documents tracking numbers.
• Coordinates with the Project Manager, Construction Manager, and the rest of the project team for all general documents process.
• Transmits all construction correspondence and drawings to the client, consultant and contractors and other relevant parties.
• • Provides and performs comprehensive administrative and office support activities for senior management and team members.
• Monitors and facilitates the team members to ensure that they remain safe, secure, and well-notified in their respective site offices.
• Arranges and directs coordination to the Safety Officer for the safety induction of new comers, visitors and vendors, assuring that they were inducted and had complied with the safety observation on job site before doing safety walk.
• Diligently participates and arranges the quarterly Safety Integrity Level (SIL) Meeting to record the minutes.
• Provides assistance in doing data Trending Statistic Report that includes H.S.E Monthly Report.
• Administers and controls the personal protective equipments (PPE’s), office stationery, and first aid supplies used for the day-to-day operation.
• Arranges and updates safety induction, conferences, hotel, restaurant and travel reservations for office personnel.
• Prepares badges, passes, and identification cards, and performs other security-related duties in compliance with and according to the requirements of JAFZA and DWD office.
• Maintains and brings up-to-date the e-copy/paper copy of Minutes of the Meeting, Weekly Report, Client/Contractors Correspondence and other relevant documents.
• Sets up and maintains the eRoom filing systems for all new documentum records and correspondence (e.g. Weekly Site Progress Photos, Weekly Report, Site Minutes of the Meeting and TQ’s/TQR’s).
• • Establishes work procedures and keeps track of daily site work to Project Manager, Architect and Engineer and other personnel involved.
• Checks and completes forms for submission of materials, shop drawings and other sub-contractors prequalification in accordance with the company standards and procedures (e.g. clients: M/s. Dubai Municipality, Dubai Silicon Oasis, Nakheel and DEWA).
• Prepares floating of tenders to contractors and coordinates with the client about the status/stage of tender; makes a report for the final bidding; edits and encodes the B.O.Q, Tender Documents and Specification.
• Confers with document originators, or engineering liaison personnel, to resolve discrepancies and compiles the required change of documents.
• Compiles and maintains control records and other related files, such as, contract documents, specification, tender documents, materials and shop drawings submission.
• Scrutinizes documents submission to uphold standard procedure of the projects.
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