Operations Coordinator - NDT

Job Description – NDT Operations Coordinator

Position: NDT Operations Coordinator
Department: Operations
Reporting To: NDT Operations Manager 

Job Purpose

To coordinate and manage all operational, personnel, documentation, mobilization, client compliance, and logistics activities for NDT projects, ensuring smooth execution of services in accordance with client requirements, ADNOC regulations, CICPA requirements, and company procedures.

Key Responsibilities

1. Personnel Mobilization & Client Approval

• Coordinate manpower mobilization for all projects and shutdown activities.
• Process client approvals, LOA (Letter of Assistance), CICPA passes, and site access requirements.
• Arrange and track employee mobilization and demobilization activities.
• Coordinate with clients and project teams for personnel deployment schedules.
• Maintain records of personnel approvals and validity status.

2. CICPA & Security Pass Management

• Process new CICPA applications, renewals, and cancellations.
• Monitor CICPA expiry dates and initiate renewals in advance.
• Maintain CICPA records.

3. ADNOC Medicals & Mandatory HSE trainings.

• Coordinate ADNOC medical appointments and fitness certifications.
• Track validity of medical certificates and arrange renewals.
• Manage ADNOC safety inductions and mandatory client trainings.
• Coordinate HSE training requirements for project personnel.
• Ensure all personnel meet site compliance requirements before mobilization.

4. Training Coordination

• Arrange internal and external training programs.
• Monitor validity of:
• NDT Certifications
• First Aid Training
• H2S Training
• Confined Space Training
• Defensive Driving Training
• Fire Warden Training
• ADNOC Mandatory Trainings
• Maintain training matrix and notify employees before expiry.

5. Attendance & Timesheet Management

• Collect daily attendance from project sites.
• Enter attendance records into the company system.
• Verify timesheets and coordinate with project supervisors.
• Prepare monthly manpower utilization reports.
• Coordinate leave requests and manpower availability.

6. Equipment & Resource Coordination

• Coordinate mobilization of NDT equipment to project locations.
• Maintain equipment deployment records.
• Coordinate calibration schedules and documentation.
• Ensure availability of required accessories and consumables.
• Coordinate equipment transportation between sites.

7. Documentation & Administration

• Maintain personnel files and project records.
• Prepare mobilization packages and compliance documents.
• Coordinate submission of client-required documentation.
• Maintain databases for employees, vehicles, training, and certifications.
• Track document expiry dates and initiate renewals.

8. Project Coordination

• Support Operations/Depty Operations Manager in daily project execution activities.
• Coordinate with site supervisors regarding manpower and equipment requirements.
• Prepare weekly and monthly operational reports.
• Monitor project resource allocation.
• Follow up on client requirements and urgent operational requests.

9. Client & Internal Communication

• Serve as focal point for operational coordination with clients.
• Coordinate with HR, HSE, Logistics, Procurement, and Finance departments.
• Respond to client requests related to personnel and site access.
• Ensure timely communication of mobilization requirements to all stakeholders.

10. Recruitment & Resource Planning Coordination

• Coordinate with HR and Operations teams for recruitment requirements based on project manpower demands.
• Track recruitment status, interview schedules, offer letters, visa processing, and onboarding activities.
• Ensure timely availability of qualified personnel to meet project mobilization schedules.
• Maintain manpower availability records and support workforce planning for ongoing and upcoming projects.