Project Coordinator

Job Purpose

The Source / Site Inspection Coordinator is responsible for coordinating inspection activities from contract initiation through inspection execution to invoicing, ensuring compliance with contractual requirements, purchase orders, schedules, and client expectations. The role focuses on effective coordination, resource management, inspection control, and commercial follow-up to support timely and compliant project execution.

Key Duties and Responsibilities

1. Contract Administration & Compliance

• Administer and maintain project contractual documents in accordance with approved procedures.
• Ensure inspection activities comply with contract scope, terms, and client requirements.
• Monitor contractual milestones, dates, and deliverables and escalate deviations or risks.

2. Project Funding & Contractual Monitoring

• Monitor project funding status and contract value utilization against approved budgets.
• Track contractual financial milestones and coordinate with finance teams to ensure funding alignment.
• Support resolution of commercial or funding-related issues impacting inspection execution.

3. Inspection Planning & Assignment

• Monitor inspection assignments as per Purchase Orders (POs), RFIs, ITPs, and approved schedules .
• Plan, coordinate, and assign inspection personnel based on competency, availability, and project requirements.
• Ensure inspection coverage meets contractual scope and schedule commitments.

4. Resource Management

• Coordinate and manage in-house, subcontractor, and intercompany inspection resources.
• Support mobilization, demobilization, and effective utilization of inspection personnel.
• Optimize resource allocation to avoid delays, underutilization, or overutilization.

5. Inspection Execution & Reporting

• Monitor inspection activities to ensure compliance with approved scope and client requirements.
• Ensure timely preparation, review, and submission of inspection reports as per contractual timelines.
• Track report status and follow up on pending or delayed submissions.

6. Documentation Review & Control

• Review and verify supporting documentation related to inspections, visit summaries, and deliverables.
• Ensure documentation accuracy, completeness, and compliance prior to submission.

7. Invoicing & Commercial Coordination

• Coordinate and ensure timely invoice submission in line with contractual terms and billing milestones.
• Review and approve supporting documents required for invoicing.
• Liaise with finance teams to ensure invoicing accuracy and completeness.

8. Invoice Tracking & Payment Follow-up

• Track invoice approval status through client portals and internal systems.
• Follow up with clients on invoice approvals, clarifications, and payment status.
• Update internal stakeholders on payment progress and escalate delays as required.

9. Client & Internal Coordination

• Act as a coordination focal point between clients, inspectors, subcontractors, and internal departments.
• Support coordination meetings, audits, and client communications related to inspection activities.
• Escalate technical, contractual, or commercial issues to the appropriate authority.

10. IMS, QHSE & Compliance

• Ensure all activities comply with Company IMS, QHSE policies, ISO 17020 requirements, and client-specific procedures .
• Maintain confidentiality, ethical conduct, and professionalism at all times.

Key Interfaces

• Clients and vendor representatives
• Inspection personnel and subcontractors
• Project Management and Operations
• Finance and Contract Administration
• QHSE / IMS teams

Qualifications & Experience

• Bachelor’s degree in Engineering, Quality, or a related discipline (preferred).
• 3–6 years experience in inspection coordination, project coordination, or inspection services.
• Knowledge of inspection processes, contractual administration, and client portal systems.
• Familiarity with ISO 17020 and client requirements (e.g., ADNOC) is an advantage.

Skills & Competencies

• Strong coordination and organizational skills
• Contractual and commercial awareness
• Effective communication and stakeholder management
• Ability to manage multiple inspections and priorities
• Proficiency in MS Office and inspection/client management systems

Interested candidates, please share your CV at abudhabi.tiv@apave.com

with the subject line ‘ Project Coordinator ".