RBS Admin Assistant (with Invoicing and Logistic experience)

Job Description

Primary Responsibilities

The Administrative Assistant will be responsible for providing support in the administrative tasks of the business Line.

. Create Purchase Orders for Third-Party and Affiliate Jobs through I-Procurement:

• Issue detailed and accurate purchase orders for external vendors and affiliates, ensuring compliance with internal and contractual requirements.
• Track delivery, deadlines, and service quality.
• Maintain ongoing communication with vendors and internal teams to resolve issues or adjust orders.
• Manage records and documentation associated with each purchase for internal or external audits

. Assist in the Preparation of Proposals and Tenders:

• Support the collection of technical, financial, and administrative information required for proposals and tenders.
• Assist in drafting, reviewing, and formatting documents to meet client or tender requirements.
• Ensure timely submission of proposals, maintaining version control and document tracking.
• Coordinate with various departments (sales, operations, finance) to ensure all information is accurate and consistent.

. Support colleagues with additional administrative needs as required.

. Develops skills and knowledge to progress in your career.

. Develops trust by providing timely responses to all inquiries, whether by Teams, email, or phone

. . Promotes a positive Can do! attitude and a safe working environment.

. Be knowledgeable and compliant with SGS procedures and standards.

. Takes initiative in all we do and perform other duties as required to further SGS mission of service, quality and growth.

. Builds and maintains strong working relationships.

. Performs other related duties as may be assigned either in support of departmental goals or for his/her personal or professional training, education or development as programmed by his/her immediate superior.

. Ensures work area in GBS is kept clean and presentable at all times.

. Remains familiar with SGS quality assurance procedures

. . Complies to all SGS QHSE and HR policies and procedures

Qualifications

. Bachelor's degree in administration, Secretarial Studies, or similar.

. Advanced proficiency in office tools (Excel, Outlook, PowerPoint, Word).

. Advanced proficiency in Windows-based applications.

. Good command of the English language (B2+)

. Prior experience is preferred:

• Previous experience in administrative roles.
• Salesforce experience
• Linked In experience
• German language skills

Additional Information

• Hybrid work arrangement may differ depending on affiliate country, should be amenable to be onsite for 2 to 6 months.