Administrative Assistant (With Invoicing experience)
Primary Responsibilities
The Administrative Assistant will be responsible for providing support in the administrative tasks of the business Line.
Specific Responsibilities- 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):
o Register and open new job numbers in internal systems, ensuring all required information is complete.
o Generate invoices and track payment status for each client, notifying relevant stakeholders of delays
or issues.
o Coordinate with the accounting department to resolve billing discrepancies or payment issues.
o Prepare regular invoicing and workflow reports to maintain transparency and control.- Maintain Databases and Internal Systems (Pricelist in BOSS and /or SAP):
o Regularly update product, service, pricing, and commercial condition information in internal systems.
o Verify the accuracy and consistency of data to ensure it reflects actual business operations.
o Coordinate with sales, finance, and operations teams to integrate relevant changes or updates.
o Generate reports and data analyses as needed to support decision-making.- Manage and Archive Digital Documentation:
o Organize and maintain digital documents systematically for easy access and retrieval.
o Ensure compliance with internal storage policies and information confidentiality standards.
o Collaborate with other teams to keep documentation up-to-date and remove duplicates or outdated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:
o Issue detailed and accurate purchase orders for external vendors and affiliates, ensuring compliance
with internal and contractual requirements.
o Track delivery, deadlines, and service quality.
o Maintain ongoing communication with vendors and internal teams to resolve issues or adjust orders.
o Manage records and documentation associated with each purchase for internal or external audits.- Assist in the Preparation of Proposals and Tenders:
o Support the collection of technical, financial, and administrative information required for proposals and
tenders.
o Assist in drafting, reviewing, and formatting documents to meet client or tender requirements.
o Ensure timely submission of proposals, maintaining version control and document tracking.
o 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