This role is responsible for providing administrative, operational, and project coordination support to ensure smooth execution of validation, verification, inspection, and related operational activities. 

This role supports sales and operations teams in coordinating schedules, preparing project documentation, managing client communication, supporting invoicing and reporting processes, and ensuring timely completion of operational and administrative activities in alignment with company procedures and customer requirements. 

Key Responsibilities

• Provide operational and administrative support for validation, verification, inspection, and related operational activities

• Coordinate and arrange meetings, client visits, travel arrangements, accommodation, and logistics for internal teams and project activities

• Coordinate delivery and submission of documents to clients through courier services, internal drivers, or direct delivery arrangements

• Coordinate validation, verification, and inspection schedules with clients, validators, verifiers, inspectors, and related internal functions

• Monitor and track project schedules, validation/verification statements, inspection reports, and operational deliverables to ensure timely completion

• Maintain and update customer records, project databases, validation/verification master lists, and operational documentation in internal systems

• Collect and input timesheet data, project records, and operational information into SAP, iCert, or other company systems within stipulated timelines

• Support order processing activities, including sales order creation, invoicing coordination, percentage of completion (PCO) updates, and collection follow-up support

• Coordinate closely with Sales, Operations, Technical, Finance, and Administration teams to ensure smooth project execution and customer satisfaction

• Monitor utilization scheduling of validators, verifiers, and inspectors to support operational efficiency

• Ensure proper filing, uploading, and maintenance of client documents and project records within company databases and systems

• Support continuous improvement of operational processes and administrative workflows to enhance service delivery and efficiency

Key Requirement

• Bachelor's Degree or Diploma in Business Administration, Management, Engineering, or related disciplines

• Minimum 1–3 years of experience in operations support, project coordination, administration, customer service, or related functions

• Experience in testing, inspection, validation, verification, consulting, or other service industries is an advantage

• Good understanding of administrative and operational coordination processes

• Strong organizational, coordination, and multitasking skills with attention to detail

• Good communication and interpersonal skills with the ability to coordinate across multiple stakeholders

• Able to work independently, proactive, and capable of handling multiple assignments within tight timelines

• Good analytical and problem-solving skills

• Proficient in Microsoft Office applications and operational systems such as SAP, CRM, or database management tools

• Good command of English, both written and spoken

• Willing to support operational activities, client coordination, and business travel arrangements when required