Admin Assistant: Invoicing, Logistics & Proposals

SGS; Muntinlupa; Hybrid; PHP 290,000 - 446,000; Full time

Job summary

SGS Philippines is seeking an Admin Assistant with invoicing and logistics experience to join our team in Manila. You will handle Purchase Orders through I-Procurement, track deliveries, and coordinate with vendors and internal teams to ensure accuracy and timely execution.

You will also assist in preparing proposals and tenders, gather necessary information, draft and format documents, and maintain document control across departments.

Qualifications

• Bachelor’s degree in administration, secretarial studies, or similar.
• Advanced proficiency in Excel, Outlook, PowerPoint and Word.
• Good command of English (B2+).
• Prior experience in administrative roles.
• Hybrid work arrangement may require onsite presence for 2 to 6 months depending on affiliate country.

Responsibilities

• Create Purchase Orders for third-party and affiliate jobs through I-Procurement.
• Track delivery, deadlines, and service quality.
• Maintain vendor and internal communication to resolve issues or adjust orders.
• Manage records and documentation for audits.
• Assist in preparation of proposals and tenders: collect information, draft, review, format, ensure timely submission; coordinate with departments.

Skills

Administrative experience

English proficiency

Communication skills

Team collaboration

Education

Bachelor's degree in administration/secretarial studies

Tools

Excel

Outlook

PowerPoint

Word

Windows-based applications

Job description

RBS Admin Assistant (w/ Invoice, SAP or Logistic experience)

• Full-time

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.

Primary Responsibilities

The Administrative Assistant will be responsible for providing support in the administrative tasks of the business Line.

• 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

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

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