Coordinator

Key Accountabilities (includes, but not limited to the following)

Job Requirements

▪       Able to effectively manage time and prioritize tasks in order to meet established deadlines

▪       Able to work and communicate effectively with all levels of colleagues, superiors/managers, vendors, and other external contacts

Training Certification Responsibilities:

▪       QMS - Responsible for working within the provisions and guidelines of the Quality Assurance system

▪       HSE - Responsible for personal safety safe working practices. Understand and follow OH&S procedures

▪       HSE certification of crew

●      To ensure all new handover crew training done before they reach to client location.

●      Vendor management in all global locations

●      Tracking crew Training Certificates through Deployer-BI Reports

●      Inform Crews on expiry of Training certificates - Based on PM team advise book them for the same.

●      Ensure that vendor is paid as per terms and conditions. To follow up with Finance team as necessary

●      Raising PO on ERP and keep the Track of payments

●      Monitor monthly spend against the allocated budget

●      Uploading Crew certificates along with training dates validity in Deployer and Recruiter as applicable

●      Coordinate storage and archiving of organizational QHSE records

●      Assist and advice the QHSE management on matters related to monitoring of annual functional objective (KPI’s) based on GET organizational QHSE O&T’s and continually track the status

Medical Certification Responsibilities:

·       Ensuring all new handover crew medical done before they reach client location (medicals as per client requirements).

·       Tracking crew medical certificates through Deployer-BI Reports.

·       Inform Crews on expiry of medicals certificates and getting their Medical done in their respective home country.

·       Uploading crew certificates along with medical dates validity in Deployer as applicable.

·       Coordinating with PM Team (on ground), medical vendors and Deployment Team for crew medicals

·       Getting crew medical verified by our internal doctor and coordination with crew and doctor them if required.

·       Getting full-time employee medical verified from our internal doctor and coordination with them if required.

·       Maintaining tracking of all crew & full time employee on duty / on-ground medicals cases

·       Repeat crew reimbursement: - Raising on ERP and informing them.

·       Finding new medical vendors with cost saving perspective.

·       Consistent follow up with medical cases with crews (on hitch & off hitch).

·       Ensure that the vendor is paid as per terms and conditions. To follow up with the Finance team as necessary

·       Raising PO on ERP and keeping the Track of payments

·       Monitor monthly spending against the allocated budget

·       Vendor management in all global locations or as assigned

Experience

Preferred

●      Background experience in QHSE preferred but not limited to

●      Experience in working with ISO Standards would be preferred

●      Knowledge of ISO Audit and QMS / HSE Experience is an advantage but not a must

●      Able to effectively manage time and prioritize tasks in order to meet established deadlines

●      Able to work and communicate effectively with all levels of colleagues, superiors/managers and other external contacts

Functional & Soft skills :

• Medical Coordination & Knowledge – Understanding of medical tests, fitness criteria as per client (gography wise)
• Data Management & Reporting – Proficiency in tracking medical cases, updating records in Deployer
• Follow-Up & Case Management – Persistent follow-up with crew members for reports, test results, and medical updates.
• Vendor Management – Liaising with medical service providers for related activities.
• Doctor Coordination – Getting medical reports reviewed by company doctor and following up on recommendations.
• Strong Communication – Clear, professional communication with internal teams, Crew and external vendors.
• Persistence & Proactiveness – Ensuring crew members / FTE submit reports on time without delays.
• Multitasking & Time Management – Complete flexibility and availability for medical / training activities at all times
• Problem-Solving – Addressing delays and escalations
• Confidentiality & Sensitivity – Handling medical data discreetly and ensuring privacy compliance.
• Computer skills – MS Office, ERP, SharePoint