Coordination Specialist

“At QIMA, you feel like you belong from Day 1. You join a community of smart minds who not only innovate, but also support and inspire each other. Here, we own our work, have fun together, and make every day count.”  

The QIMA Story  

At QIMA, we are on a mission to offer our clients smart solutions to make products you can trust.  

Operating in over 100 countries, we serve the consumer products, food, and life sciences industries and help more than 30,000 brands, retailers, manufacturers, and growers achieve quality excellence.  

We combine on-the-ground expertise with digital solutions that bring accuracy, transparency and intelligence for quality and compliance data.  

What sets us apart is our unique culture. Our 5,000 Qimates live and make decisions every day by our QIMA Values. With client passion, integrity, and a commitment to making things simple, we disrupted the Testing, Inspection, and Certification industry. Are you ready to hop on this exciting ride with us and help us achieve our mission?

The Coordination Specialist is responsible for coordinating and managing all travel and accommodation arrangements for auditors, ensuring efficiency, cost-effectiveness, safety, and alignment with audit schedules. This role is key in supporting seamless audit operations by handling logistics issues, collecting and analyzing feedback, and maintaining accurate cost records in internal systems.

Key Responsibilities

Travel & Accommodation Coordination

• Receive travel requests (flights, hotels, rental cars) from auditors and verify that dates match scheduled audit days.
• Confirm hotel locations are in safe areas and close to the audited company/site.
• Monitor travel status, manage changes due to delays, cancellations, or schedule adjustments.
• Resolve on-site accommodation or transportation issues that may arise during audits.

Cost Tracking & Reporting

• Record all travel-related costs (flights, hotels, rental cars) and auditor fees into the IRP system.
• Every Friday, review all logistics-related expenses, update the shared cost template, and submit for approval before final IRP input.
• Verify that auditors submit expense invoices, review their nature, and determine payment eligibility in accordance with company policy.

Education & Experience:

• Bachelor’s degree in Business Administration, Logistics, Tourism, Engineering or related field preferred.
• At least 6 months of experience in travel coordination, logistics, or operations in an international environment.
• Experience working within travel markets and knowledge of travel regulations and safety standards.

We're looking for someone who brings:

• Operational Excellence: A meticulous eye for detail and a love for creating systems that ensure accuracy and efficiency.
• The Power of Connection: You're an authentic communicator who builds trust and collaborates effectively with both teammates and clients.
• A Growth Mindset: You thrive in dynamic environments, seeing challenges as opportunities to innovate and learn.
• Thrives in a fast-paced, mission-driven environment where your work has immediate impact.
• Keeps a cool head and a collaborative spirit when navigating tight deadlines or unexpected twists.
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint).
• Experience using travel booking tools and ERP/IRP systems is an advantage.
• This role might be open to Fresh Graduates eager to learn and grow directly alongside our experienced team.

Languages:

• Fluent in English (written and spoken).

The Next Step: If you fit the bill for this position, we’d love to hear from you! Send your resume and cover letter to [email protected]