Operations Coordinator - Business Assurance

Google Chrome Microsoft Edge Apple Safari Mozilla Firefox Operations Coordinator - Business AssuranceFull-timeCompany DescriptionSGS is the world's leading inspection, verification, testing and certification company. SGS is recognized as the global benchmark for quality and integrity. With more than 99,250 employees, SGS operates a network of over 2,700 offices and laboratories around the world.Job DescriptionPRIMARY RESPONSIBILITIESResponsible for over-all coordination of the certification process of client companies in support to the division in the area of documents, materials, package and invoice preparation and file/database maintenance.Specific Responsibilities    AUDIT SCHEDULINGSends & follow-up audit schedule to the client 3 months in advance following Knowledge GSP/GPP and the ISO 17021Audit schedule is already firmed up 3 months prior audit execution.Zero movement on the confirmed schedule without valid reasonAUDIT ITINERARYSends audit itinerary to the client at least 2 weeks prior audit executionAudit itinerary is compliant with Knowledge policyAUDIT LOGISTICSCoordinates and make the necessary arrangements (flight booking, transportation, & other travel requirements for on-site jobs)Audit logistics should be made clear & coordinated in a timely mannerCoordinates with the auditor their confirmed schedule, including the presence of Technical Expert and/ or Observers/ Auditor-under-supervision during the conduct of the auditInformation should be accurate to both the auditor, the technical expert, and /or ObserversAUDIT PACKAGE PREPARATIONPrepares and transmit to the audit team the audit package following GSP/GPP for auditor’sCorrect & Complete audit packageINVOICING (in coordination with the GBS Invoicing Team)Ensure that all billable jobs for the next 3 months are readily available in the Invoice Monitoring to identify the revenue projection for the succeeding monthsPrepares & sends audit invoice to the client during the 1st week of each month with clear emphasis that collection shall be made during the 1st day of the auditPayment shall be received from the client 100% during the first day of the auditDSO is achieved.Reimbursable expenses shall be invoiced after the audit and apply 10% administrative fee following new rule of FIN-DIV.100% invoicing of reimbursable expenses shall be made within the monthCollate, prepare and submit the weekly and monthly revenue reports including revenue accruals, deferrals and expensesTimely and accurate reportingAUDIT PACKAGE CHECKINGFollow-up with relevant auditor and checks completeness of the audit package 1 week after the conduct of the audit and submits the same for technical review (if applicable)On time submission and complete audit packagesAUDIT CERTIFICATE PREPARATION AND ISSUANCEPrepares Certificate following GSPP/GPP for approval of the Division Manager. Issuance of certificate shall only takes place once client is confirmed paid on all services provided by SGS Kn.Issuance of Certificate shall not exceed 2 months from the last day of full compliance of the client in the certification process.REGULAR DUTIESIdentify and plan all activities - audits, and any other activities, that are due for scheduling across all sectors of Knowledge SolutionsSend audit schedule notifications 90 days in advance, and confirmed within 45 days before the actual audit dateCollaborate with the entire division's key personnel to ensure that the YTD revenue is achieved by the divisionEnsure that the audits activities are booked and allocated in the system and is consistent with the client’s Scope of Certification (chosen management system standard(s), the client’s industry sector, technical area(s), products and processes)Comply with system related activities and any other tasks and issues associated with various applications and processes such as, but not limited to, reporting, orientation of new users, etc.Interact with clients with a view to understand their needs and...