ADMINISTRATIVE ASSISTANT RBS

Primary Responsibilities    

The Administrative Assistant will be responsible for providing support in the administrative tasks of the Oil Gas &     Chemicals business line (within the NR Division).

        Specific Responsibilities    

• At all times complies with SGS Code of Integrity and Professional Conduct.
• Maintain Databases and Internal Systems (Pricelist in BOSS G6 PandaDoc):
  • 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  • Collaborate with other teams to keep documentation up-to-date and remove duplicates or outdated information.
• Open Job Numbers Process Invoicing and Follow Up on Invoices (BOSS SIR SAT):
  • 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.
• 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 :

Profile

• Bachelors 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.
  • Experience with Salesforce and/or PandaDoc.
  • Previous experience in the Oil Gas & Chemicals sector and/or within a port inspection company.

Required Skills

• 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.

Información adicional :

Horario: Lunes a viernes

Modalidad: Presencial

Salario: A convenir

Contrato directo con GBS a termino indefinido.

Remote Work :

No

Employment Type :

Full-time