B&I Operations Coordinator

1.1.  Position

Building and Infrastructure Coordinator (CTC 004)

1.2.  Office / Department

Building and Infrastructure (BNI) Department

1.3.  Reporting to

B&I MANAGER (CTC001), B&I Operations Manager (CTC002)

1.4.  Key Working Relationship

BNI Manager

BNI Operations Manager

BNI Technical Manager

BNI MEP Manager

BNI Inspectors and Engineers

Finance Department / UAE Finance Shared Service Center

Human Resources Department

QHSSE department

Sales and Marketing Department

Clients, Subcontractors and Suppliers

2.     Minimum Required Qualifications

2.1.  Education

Graduate in any discipline (Bachelor degree)

2.2.  Training/

Specialty

Office Management, Coordination and Organizational Skills

2.3.  Technical knowledge

Intermediate knowledge in MS Office (Word, Excel, PowerPoint Etc.)

Technical knowledge for preparation of the tender documents and

Pre-qualification documents.

2.4.  Experience

Minimum 5 years in Office Management and Document Control

3.     Responsibilities / Authorities / Accountabilities

3.1.  Primary Functions

§  Maintaining the Department records and e-archiving

§  Business correspondence

§  Drafting Invoices

§  Assist on Proposals preparation

§  Ensure proper LPOs are received from Client of WON proposals before starting the Project.

§  Creation of projects ZIG number and WON status in Sales Force

§  Coordination between Managers and Engineers for Site Inspections Requests

§  Ensure issuance of Inspection Reports from Inspectors

§  Update the department references on a monthly basis

§  Assist the collection team in the Payment Follow up

§  Time Sheet Entry (Excel File and Zig Application)

§  Timely Submission of Monthly reports (QHSSE Compliance Report, Employee Time and Expense Sheets, etc)

§  Follow up with B&I team for QHSSE compliance / KPIs.

§  Coordination with Clients, Subcontractors and Suppliers

§  Assist in Job Folder creation and status updating of opportunities in Sales Force Application

§  Assist Sales & Marketing in proposals follow up

§  Track records on Proposals Status (highlight on the not submitted and delayed proposals)

§  In charge of the preparation of Prequalification documents for Clients.

§  Weekly update of the utilization rates of Engineers and Inspectors

§  Update B&I Score Card

3.2.  Technical Expertise

§  Computer Skills

§  MS Office

§  Project Scheduling

§  Process Improvement

§  Communication Skills

3.3.  Business Requirements

§  Implement department policies

§  Assist in department objectives

3.4.  Self Management

§  Eye for details

§  Keen interest in learning

§  Continuous improvement

§  Team Spirit

§  BV values

§  Good representative for the department

3.5.  Customer Focus

§  Coordination Support

3.6.  HSE Requirements

§   Comply at all times with all applicable legal requirements, BV Abu Dhabi HSE Policies, procedures and practices.

§   Maintain personal work areas tidy and hazard free and report any deviation/fault/hazard immediately to the location manager/line manager/HSE Coordinator

§   Report immediately to HSE Coordinator and Business Line Manager any newly identified hazard and participate in devising suitable operational control to eliminate/minimize the pertinent risk.

§   Reporting all incidents and taking action whenever there is an unsafe act or condition

§   Take care of own health and safety and other persons.

§   Co-operate with others on health and safety, and not interfere with, or misuse, anything provided for the health, safety or welfare.

§   Arrange the appropriate PPE for Surveyors / Inspectors.

§   Ensure  HSE Compliance of Department

4.     Performance Monitoring

4.1.  Continual Development

§   Learning quality management with the departmental scope of work.

§   Learning organization skills

4.2.  KPIs

§   Record Maintenance and Retrieval

§   Timely dispatch of reports and Invoices

§   Departmental Coordination

§   Organizational Skills

4.3.  Monitored By

B&I MANAGER