Inspection Administrator

About the role

The Inspection Admin is responsible for the efficient administration, coordination, and operational support of inspection services. The role helps ensure the smooth execution of inspection assignments by managing documentation, supporting inspectors, liaising with clients and subcontractors, monitoring operational performance, and complying with company procedures, quality standards, and contractual requirements. The position serves as a key link between clients, inspectors, subcontractors, and management to support the timely and accurate delivery of inspection services.

Key responsibilities

• Prepare and issue Work Orders, Confirmation Letters, Certificates, Final Reports and other operational documents
• Verify completeness and accuracy of administrative information prior to issuance
• Upload and maintain controlled documents in SharePoint and other approved storage systems
• Respond to routine client inquiries related to document status, report issuance, sample dispatch, and administrative matters
• Coordinate with inspectors, surveyors, subcontractors, courier providers and laboratories regarding document submissions and operational requirements
• Perform administrative checks on report and supporting documents for completeness before submission
• Monitor report turnaround times and follow up on overdue reports
• Maintain retention sample logs and databases and coordinate sample disposal activities
• Update inspection operational trackers and databases and encode inspection jobs in company systems
• Coordinate travel arrangements, logistics requirements, and field support for inspectors

About you

• Bachelor's degree in Business Administration, Management, Industrial Engineering, Logistics, Maritime Studies, Agriculture, or a related field
• Minimum of two to three years of experience in operations, administration, logistics coordination, inspection services, or a related industry
• Proficiency in Microsoft Office applications, particularly Excel, Word, Outlook, and Teams
• Strong coordination, scheduling, document control, and records management skills
• Strong organizational, planning, communication, and interpersonal skills
• Ability to manage multiple priorities and deadlines with attention to detail
• Good problem-solving and decision-making capability
• Professional, customer-focused, and able to work independently and collaboratively
• Ethical, honest, discreet, and trustworthy
• Organized, reliable, proactive, and results-oriented