Administrative Assistant (With Invoicing and Admin 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o Collaborate with other teams to keep documentation up-to-date and remove duplicates or outdated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