RBS Administrative Assistant (with invoicing and admin role experience)

Company Description

SGS is a global leader in testing, inspection, and certification, helping companies ensure quality and compliance. The GBS team in the Philippines provides operational support to international affiliates.

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  • Collaborate with other teams to keep documentation up-to-date and remove duplicates or outdated information.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.