Administrative Assistant Rbs

Descripción del puesto:

Descripción de la empresa:

SGS es el líder mundial en inspección, verificación, análisis, capacitación y certificación. Es considerada como el principal referente mundial en calidad e integridad, contamos con más de 95.000 colaboradores y una red de más de 2.400 oficinas y laboratorios por el mundo.

Descripción del empleo:

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* Collaborate with other teams to keep documentation up-to-date and remove duplicates or outdated information.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

Requisitos:

Profile
* 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.
* 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