Company Description
We are SGS – the world's leading testing, inspection and certification company. We are recognized as the global benchmark for sustainability, quality and integrity. Our 99,500 employees operate a network of 2,500 offices and laboratories, working together to enable a better, safer and more interconnected world.
Job Description
- 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- Collaborate with other teams to keep documentation up-to-date and remove duplicates or outdated information.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
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
Additional Information
Why SGS?
- Global and very stable company, world leader in the TIC (Testing, Inspection and Certification) industry.
- Flexible schedule and hybrid model.
- SGS university and Campus for continuos learning options.
- Multinational environment where you will work with colleagues from multiple continents.
- Benefits platform.
Join Us: At SGS we believe in innovation, collaboration, and continuous improvement. We offer a supportive and inclusive work environment that encourages professional growth and personal development.
