SITE COORDINATOR

1. Job Purpose

To coordinate and oversee on-site crating and moving operations to ensure that all projects are completed safely, efficiently and in accordance with the agreed scope, schedule, budget, quality standards and customer requirements. The Site Coordinator is responsible for coordinating manpower and resources, liaising with customers, monitoring project performance, ensuring compliance with safety and statutory requirements, maintaining the Company's Quality Management System (QMS), and implementing applicable FSC Chain of Custody (CoC) requirements.

2. Reporting Line

Reporting relationships shall be in accordance with the Company's approved Organization Chart.

3. Key Responsibilities

A. Project Planning and Coordination

1. Coordinate and oversee the successful delivery of on-site crating and moving projects from planning and preparation through execution and completion.
2. Develop and coordinate project schedules, manpower deployment, equipment requirements, material preparation and site arrangements according to customer requirements.
3. Monitor project progress to ensure that work is completed within the approved scope, schedule, budget and required quality standards.
4. Coordinate with Site Supervisors, Senior Movers, Mover Operators and other relevant personnel to ensure smooth project execution.
5. Identify potential project risks, resource constraints, operational delays and scope changes, and recommend appropriate corrective actions.
6. Ensure that project activities are carried out according to approved work instructions, customer specifications, contractual requirements and Company SOPs.
7. Monitor the utilization of manpower, equipment, vehicles, tools and materials to improve operational efficiency and control project costs.
8. Prepare project progress reports and communicate significant issues, delays and resource requirements to the immediate superior.
9. Coordinate project handover and completion activities, ensuring that outstanding work, customer requirements and relevant documentation are properly addressed.

B. Site Operations and Team Management

1. Coordinate and supervise the assigned moving and crating team to ensure consistent work quality, productivity and compliance with customer requirements.
2. Ensure that team members understand their job responsibilities, work assignments, project schedules and performance expectations.
3. Conduct or coordinate daily toolbox meetings, safety briefings and work assignment briefings before the commencement of relevant activities.
4. Arrange periodic training and coaching to improve employees' technical skills, safety awareness, productivity and work performance.
5. Monitor employee attendance, punctuality, discipline and adherence to Company policies and customer site requirements.
6. Coordinate with Site Supervisors to monitor the quality of crating, packing, lifting, loading, unloading, machinery shifting and other assigned activities.
7. Identify training needs and recommend competency development for employees involved in specialized moving, lifting and crating activities.
8. Ensure that manpower and equipment are deployed according to the nature, complexity and risk level of each project.
9. Escalate serious manpower issues, operational disputes, safety concerns and performance problems to the immediate superior or relevant department.

C. Customer Relationship and Service Delivery

1. Liaise with customers and designated site representatives regarding work allocation, project schedules, site access, operational arrangements and service requirements.
2. Understand customer expectations and coordinate the delivery of services in accordance with agreed contractual obligations and project specifications.
3. Maintain effective communication with customers regarding work progress, resource requirements, operational challenges and changes to project arrangements.
4. Respond to routine customer concerns and coordinate corrective actions to maintain service quality and customer satisfaction.
5. Escalate customer complaints, contractual disputes, additional work requests and significant changes in project scope to the immediate superior.
6. Identify opportunities to improve service delivery, strengthen customer relationships and support the Company's business growth.
7. Coordinate additional work requests and ensure that changes affecting cost, manpower, schedule or scope receive the necessary internal approval before implementation.

D. Manpower, Resource and Cost Management

1. Coordinate manpower, equipment, vehicles, tools, packing materials and other resources required for project execution.
2. Monitor actual resource utilization against project requirements and identify opportunities to reduce wastage and unnecessary expenditure.
3. Work with customers and internal departments to optimize work allocation, manpower deployment and operational schedules.
4. Monitor project costs, overtime, equipment utilization and other relevant operational expenses against approved budgets.
5. Identify opportunities to improve productivity, reduce rework and maximize project profitability without compromising safety or quality.
6. Report additional resource requirements, cost variances and potential financial risks to the immediate superior.
7. Assist in preparing project cost estimates, operational budgets, quotations or supporting information when required and within the scope of authority.

E. Safety, Health and Site Compliance

1. Ensure that all assigned project activities comply with applicable occupational safety and health requirements, Company safety procedures and customer site rules.
2. Coordinate the preparation, submission and renewal of required work permits, access approvals and other site documentation for designated customer locations.
3. Verify that applicable work permits are valid for the relevant activities and remain valid throughout the period of work, with renewals arranged when required.
4. Ensure that risk assessments, method statements, lifting plans and other safety documentation are prepared, reviewed and approved as applicable before work commences.
5. Coordinate safety briefings and ensure that employees understand relevant hazards, control measures, emergency procedures and PPE requirements.
6. Monitor compliance with applicable Department of Occupational Safety and Health (DOSH) requirements, Construction Industry Development Board (CIDB) requirements and other relevant statutory obligations.
7. Ensure that specialized lifting, machinery moving and other high-risk activities are performed by competent and appropriately authorized personnel using suitable equipment and approved arrangements.
8. Report accidents, near misses, unsafe conditions, equipment defects and customer property damage promptly through the Company's reporting procedures.
9. Coordinate incident investigations and corrective or preventive actions with the relevant departments and Management.
10. Stop or suspend work when an imminent danger or uncontrolled risk is identified, and ensure that appropriate corrective measures are implemented before work resumes.

F. Quality Management System and ISO Compliance

1. Implement and maintain compliance with the Company's established procedures, work instructions and Quality Management System.
2. Support the implementation and maintenance of ISO 9001 Quality Management System and ISO 14001 Environmental Management System requirements applicable to assigned operations.
3. Ensure that project activities, operational records and service delivery comply with relevant quality and environmental procedures.
4. Monitor non-conformities, customer complaints, rework and operational deficiencies, and coordinate corrective actions to prevent recurrence.
5. Maintain accurate project documentation, inspection records, checklists and other quality-related records as required.
6. Support internal and external audits, customer audits and certification activities by providing relevant documents and facilitating site inspections.
7. Identify opportunities for continuous improvement in operational processes, quality performance, environmental practices and customer service.
8. Ensure that employees are informed of applicable quality and environmental requirements relevant to their assigned duties.

G. FSC Chain of Custody (CoC) Compliance

1. Implement and comply with applicable FSC Chain of Custody Management System requirements relevant to the Company's certified activities.
2. Ensure that FSC-certified materials and products are appropriately identified, labelled, recorded and segregated from non-FSC-certified materials and products, where applicable.
3. Prevent the unintended mixing of FSC-certified and non-FSC-certified materials or products during receiving, storage, processing, packing, handling and dispatch.
4. Ensure that relevant personnel understand the identification, segregation, handling and documentation requirements for FSC-certified materials and products.
5. Maintain accurate records and supporting documentation required under the applicable FSC CoC procedures.
6. Report any suspected mix-up, incorrect identification, documentation discrepancy or non-compliance involving FSC-certified materials or products to the designated person in charge.
7. Perform other FSC CoC-related tasks assigned under the Company's approved FSC CoC Management System.

H. Reporting and General Responsibilities

1. Prepare and submit project progress reports, manpower reports, work schedules, cost information and other operational reports as required.
2. Ensure that project documentation, work permits, attendance records, inspection records and customer sign-offs are properly maintained and submitted within the required timeframe.
3. Coordinate with Operations, HR, Finance, Purchasing, Warehouse, Customer Service and other relevant departments to support project requirements.
4. Ensure that confidential customer information, Company documents and project information are handled appropriately.
5. Perform other reasonable duties and responsibilities assigned by the immediate superior or Management in accordance with operational requirements.

4. Job Requirements

1. Minimum five (5) years of relevant working experience in project coordination, on-site crating, industrial moving, machinery relocation, logistics or related operations.
2. Proven experience coordinating on-site projects, managing operational resources and ensuring timely project delivery.
3. Experience supervising or coordinating moving teams, site personnel and subcontractors is an advantage.
4. Able to plan work schedules, manpower deployment, equipment allocation and project activities according to customer requirements.
5. Able to communicate professionally with customers, site representatives, suppliers, contractors and internal departments.
6. Able to monitor project progress, identify operational risks and resolve routine issues within the scope of authority.
7. Good understanding of workplace safety, risk assessment, work permits and site access requirements.
8. Familiarity with ISO 9001 and ISO 14001 requirements and the implementation of relevant operational procedures.
9. Knowledge of FSC Chain of Custody requirements is an advantage; willingness to undergo relevant training is required where the role involves FSC-related responsibilities.
10. Familiarity with applicable DOSH, CIDB and other statutory requirements relevant to assigned operations.
11. Able to prepare project reports, maintain documentation and monitor project costs and resource utilization.
12. Proficient in Microsoft Office applications, particularly Excel, Word and email, for reporting and coordination.
13. Willing to travel to customer sites and undertake outstation assignments when required.
14. Willing to work overtime, weekends or public holidays when necessary, subject to applicable employment laws and Company policies.
15. Strong organizational, communication, leadership, problem-solving and time-management skills.
16. Able to work independently, manage multiple priorities and maintain effective coordination under pressure.
17. Demonstrates professional conduct, integrity, accountability and a commitment to customer satisfaction, safety and quality.