RBS Administrative Assistant

Job Description

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

Qualifications

• At all times, complies with SGS Code of Integrity and Professional Conduct.
• Open Job Numbers, Process Invoicing, and Follow Up on Invoices (BOSS, SIR, SAT and/or SAP):
  • Register and open new job numbers in internal systems, ensuring all required information is complete.
  • Generate invoices and track payment status for each client, notifying relevant stakeholders of delays or issues.
  • Coordinate with the accounting department to resolve billing discrepancies or payment issues.
  • Prepare regular invoicing and workflow reports to maintain transparency and control.
• Maintain Databases and Internal Systems (Pricelist in BOSS and /or SAP):
  • Regularly update product, service, pricing, and commercial condition information in internal systems.
  • Verify the accuracy and consistency of data to ensure it reflects actual business operations.
  • Coordinate with sales, finance, and operations teams to integrate relevant changes or updates.
  • Generate reports and data analyses as needed to support decision-making.
• Manage and Archive Digital Documentation:
  • Organize and maintain digital documents systematically for easy access and retrieval.
  • Ensure compliance with internal storage policies and information confidentiality standards.
  • Collaborate with other teams to keep documentation up-to-date and remove duplicates or outdated information.
  • 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

Additional Information

• 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
  • Strong organizational, and attention-to-detail skills.
  • Ability to work effectively in a team and under pressure.
  • Proactive approach and problem-solving attitude.
  • High level of integrity and sense of responsibility.
  • Effective communication and collaboration skills in remote and multidisciplinary environments.