Project Inspection Coordinator
Prime4 Inspection LLC
Total years of experience :9 years, 11 Months
● Sourcing of inspectors (Inhouse Inspectors/freelancers/agency inspectors) through
different job portals as per the client requirements
● Negotiate candidate salary based on the project budget
● Coordination of project inspection activities with suppliers, inspection agencies and the
clients all over the world and maintain log sheets in the projectmanagement system
● Coordinating with various EPC clients regarding the inspection/expediting requirements.
● Timely review of the reports and obtain approvals from the project manager withinTAT.
● Liaising with the technical reviewer in case of technical issues identified in the report
and/or during the inspection activity.
● Document preparations and assistance for External/Internal audits and quality reviews
• Assisting for project management, coordinating activities, obtaining resources, contacting vendors, and/or processing invoices/contracts.
• Maintain HR project records and employee files, recommending and/or revising file maintenance systems and procedures
• Handle client enquiries and prepare quotations (Worldwide & Local)
• Coordinating and assisting for inspection schedule(World Wide Inspections)
• Updating Worldwide inspections/Local inspections Register
• Maintain HR Database of all Employees (Certificates, IDs, PP, Visa, Leaves, Insurance)
• Assisting PRO for Employment Visa process & Medical Insurance of the employees.
• Prepare Employee leave plan/ maintain leave records and assisting for payroll processing
• Job Postings on job portal websites and scheduling candidate’s interviews (Internal & Project wise)
• Preparation of monthly invoices based on Employee timesheets & submission to clients
• Preparation of LPO and other correspondences on behalf of the Managing Director
• Requesting quotations from suppliers and following-up on the same
• Document preparations and assistance for External/Internal audits and quality reviews
• Co-ordinate for the day to day operational activities of Accounts department.
• Maintaining confidentiality concerning the departmental decisions and internal processes.
• Co-ordinate with internal/External stake holders for necessary accounts related activities
• Review and summarize miscellaneous reports/ documents and prepare background documents necessary for accounts and payables dept.:
• Assisting Payables team for LPO Matching and follow up for cheques signatory.
• Charging/Receipting payments in the accounting system.
• Interact with clients for follow up’s and collections of funds via Cheques /Drafts.
• Maintaining a daily work flow and to ensure that the operational activities are not hindered-Identify bottlenecks in the process and recommend for improvements.
• Acknowledge all communication on behalf of the Finance Director including telephone calls, E-mail messages, and office visitors(Internal and External )
• Co-ordinate with travel desk to make travel arrangements for the Director
• Prepare Confidential Memos/Letters/any other types of communication for the Finance Director and dispatch as instructed.
• Develop and recommend office procedures and systems that will ensure smooth office operations.
• Preparing monthly payment status reports (Project wise) to the Location Head.
• Liaising with the Suppliers/ Corporate clients regarding payment status or related activities on behalf of Location Head.
• Scheduling Candidate’s Interviews for the department and providing feedback to the HR department.
Administrative Accounts Coordinator - Khidmah LLC, Abudhabi
(August 2012 - April 2013)
KEY ROLES & RESPONSIBLITIES
• Invoicing and Follow up for Payments from Clients & Team Leaders
• Processing Payments received and Posting in Ledgers (Yardi - Accounting Tool)
• Charging/Receipting Payments in Yardi
• Good experience in Document Controller Activities
• Preparation of Invoices & Receipts to Clients via Yardi (All Payment Modes)
• Creating Prepay Charges and Necessary Posting in Yardi
• Sending Online Payment Instructions to the Clients
• Checking Accounts Receivables and intimating concerned internal/external
Stakeholders for providing Monthly AR's Status
• Circulating Monthly Break downs of the Pending Payments
• Reconciling Chargeable Work Orders and closing of work orders in Maximo
• Sending Monthly Payment Reports to the Manager (Online Payments, Bank
Transfer, Payments from Sites or Receptions)
• Creation of Purchase Requisitions (PR's) in Maximo.
• Follow up with the Purchase Orders with the Procurement Team
• Follow up with the Delivery of Materials and maintaining petty cash
• Arranging Receipt Books/Quotation Books to the Team Leaders
• Supporting Accounts Payables Team for required documents and invoices
• Preparation of Quotes and E-mailing agreements to the Clients
• Coordinating with the Customer Care for the Scheduling of Services
Project Coordinator- Smart Vision for Information Systems, Abu Dhabi
(Feb 2012 - June2012)
KEY ROLES & RESPONSIBLITIES
• Support Work - Arranging Technicians/Engineers for support work and reporting
back to the customer with the Service Report (SRS)
• Daily Schedules (Movement Schedule) and Reports circulation of various teams in different locations to the Management.
• Scheduling of Preventive Maintenance for the Clients (if any) & sending the weekly report to the concern department.
• Maintaining Paper & Electronic Filing Systems for further reference records,
correspondence & other materials.
• Sending Weekly Project Status reports of all Engineers to the management.
• Coordinating with internal/External departments within the organization.
• Co-ordinate for materials arrival/delivery & Document approvals.
• Updating/Maintaining Manuals files, CD for future references.
• Preparation of MIR, Material Return form, CFI.
• Hande, assign and distribute Query mails & Calls
• Prepare Quotes and answers to routine letters.
• Arranging Conferences, Meetings, Travel reservations for office personnel.
• Locate & attach appropriate files to incoming correspondence requiring replies.
• Drafting letters like Quoting, Ordering Enquiries & Preparation of Memos.
• Preparation and Sending invoices to debtors, Receiving & recording of invoices and follow ups for payments with the customers (receivables)
Operations Assistant - Al-Futtaim Group -Marks & Spencer, Abudhabi
(September 2011 -December 2011)
KEY ROLES & RESPONSIBLITIES
• Co-ordinate for operational activities of the store/branch
• Handle Customer Service and Administration duties
• Daily report preparation and consolidation of stock
• Handle internal & external queries via E-mail /Phone
• Customer handling and query resolution on products & service enquiries
• MIS preparation on total business volumes closed for the day
• Resolving customer queries on new products launched
• Handled Cash Management & Event Co-ordination
HR & Finance
Physics
