RBS Administrative Assistant (w/ invoicing and executive assistant)

We are SGS – the world’s leading testing, inspection and certification company. We are recognized as the global benchmark for quality and integrity. Our 93,000 employees operate a network of 2,600 offices and laboratories, working together to enable a better, safer and more interconnected world.

Job Description

Primary Responsibilities

The Energy Management Administrative Assistant / Director Assistant / Client Assistant SCS/TSS/NDT will be responsible for provides assistance in administration and function of Energy Management (ISO 50001), research and assistance for Director IND and assistance for clients of IND Core.

Specific Responsibilities

• At all times, comply with SGS Code of Integrity and Professional Conduct
• Receiving customer inquiries via Request Tracker
• Preparing standard quotes based on predefined modules and entering them into SAP
• Initiating orders
• Creating orders in SAP
• Initial customer contact for quality assurance purposes in english
• Handing over orders to Customer Service
• Reviewing reports and generating certificates (language, layout)
• Generating and sending invoices
• Distributing reports
• Monitoring payment management
• General administrative tasks, such as recording absences and sick leave in SAP
• Provides assistance in administration and function of Document and Records Management:
• Control, and archive all EnMS documentation (manuals, procedures, work instructions, forms)
• Give assistance to Director IND
• Research and processing of global business content
• Coordinating the flow of information between the Industrial Director, managers, teams, and internal functions
• Preparing, maintaining, and compiling reports, overviews, and presentations in English
• Assisting with the planning, coordination, and tracking of cross-functional tasks, special topics, and projects
• Recording, maintaining, and compiling relevant administrative data (e.g., attendance, absences, status overviews, task lists, or key performance indicators)
• 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

• Education: Diploma or Associate Degree in Business Administration or related field (or equivalent experience).
• Experience:
  • 3-5 years in administrative support
  • Familiarity with management systems (preferred)

Additional Information

Required Skills

• English (spoken and written) language skills: C1 Proficiency required
• Willingness to learn German is an advantage
• Preferred knowledge in the understanding of ISO norms
• Proficient in MS Office Suite and comfortable with digital systems.
• Ability to manage multiple tasks and meet deadlines.
• Must be highly organized and able to work effectively and efficiently in a demanding environment with frequently changing priorities.
• High level of integrity and sense of responsibility.
• Effective communication and collaboration skills in remote and multidisciplinary environments.
• Ability to work independently.

• Hybrid work arrangement may differ depending on affiliate country, should be amenable to be onsite for 2 to 6 months.