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

• 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

• 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
• 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