Position Summary

The Operations Coordinator is responsible for supporting and coordinating day-to-day operational activities related to management system audits and certification services. The role ensures efficient planning and execution of audits, coordination with auditors and clients, management of travel and logistics arrangements, maintenance of certification records, and timely completion of administrative and financial processes in compliance with company procedures, accreditation requirements, and applicable standards.

Key Responsibilities

Audit Planning & Coordination

1. Coordinate and support operational activities related to management system audits, certification, surveillance, and re-certification programs.
2. Plan and coordinate audit schedules in liaison with auditors, clients, and internal teams to ensure timely execution.
3. Ensure audit date intimation is provided to clients at least one month in advance and obtain confirmation on proposed dates.
4. Issue audit intimation to clients in a timely manner and ensure all required information is communicated well before the audit.
5. Monitor audit progress, certification status, pending actions, and escalate issues or delays to management when necessary.
6. Coordinate auditor assignments and availability to ensure optimal resource utilization.

 Auditor Logistics & Travel Management

7. Arrange and coordinate all auditor logistics, including flight bookings, hotel reservations, transportation, and other travel requirements upon audit confirmation.
8. Prepare feasibility reports, obtain necessary approvals, and monitor auditor travel expenses to ensure compliance with company policies and budget requirements.
9. Create and process Purchase Requisitions (PR) and Purchase Orders (PO) accurately and on time with proper descriptions and supporting documentation.

 Documentation & Certification Support

10. Prepare, review, and maintain audit-related documentation, records, reports, certificates, and client files in accordance with company procedures and accreditation requirements.
11. Ensure accurate data entry and maintenance of audit, certification, and client records within relevant systems.
12. Assist in certification documentation, certificate issuance, and record management activities.

Financial & Administrative Coordination

13. Coordinate invoicing activities by ensuring invoice requests are submitted accurately and on time to the Accounts Department.
14. Support tracking of operational costs and assist in maintaining proper documentation for audit and travel-related expenses.

Client Communication & Customer Service

15. Serve as a key point of contact for clients regarding audit schedules, documentation requirements, certification processes, and operational inquiries.
16. Ensure effective communication with clients throughout the audit and certification lifecycle.
17. Send customer feedback forms upon completion of audits and certification activities and maintain records of responses received.

Continuous Improvement

18. Support continuous improvement initiatives within the department to enhance operational efficiency and customer satisfaction.
19. Perform additional operational and administrative duties as assigned by management.

 Qualifications & Experience

 Education

Bachelor's Degree or Diploma in Business Administration, Management, Engineering, or a related field.

Experience

•  Minimum 1-4 years of experience in operations coordination, certification support, audit administration, or related operational roles.
• Experience within management systems certification, auditing environments, conformity assessment bodies, inspection, or testing organizations is preferred.

Skills & Competencies

• Strong planning, coordination, and organizational skills.
• Excellent attention to detail and ability to manage multiple priorities.
•  Good communication and interpersonal skills in English.
•  Proficiency in Microsoft Office applications and operational management systems.
•  Ability to work in a structured, compliance-driven, and deadline-oriented environment.
•  Strong customer service orientation and problem-solving skills.
• Ability to coordinate effectively with clients, auditors, and internal stakeholders.

What We Offer

• Paid vacation time.
• Competitive compensation.
  
  

Additional Information

You don’t meet every single requirements? No problem – we encourage you to apply if this role excites you.We welcome applications from people of all backgrounds, experiences, and perspectives.