Admin Assistant (with Logistics Experience)

SGS; Muntinlupa; On-site; PHP 223,200 - 401,760; Full time

Job summary

SGS is hiring an Admin Assistant with logistics experience to support TFS Switzerland operations from its Manila office. The role focuses on rules-based processing, documentation, certification handling, and trade follow-up, with customer-facing activities retained by SGS Switzerland.

You will interact with the Certification Center, coordinate CoC issuance, and ensure timely processing. Key tasks include processing inspection requests, back-office licensing, invoicing, and resolving

Qualifications

• University degree or equivalent professional qualification.
• Minimum 2 years' experience in trade / import-export back-office operations.
• Experience in SGS TFS services is an advantage.
• Fluent English (working language with the Switzerland team); German an advantage.
• Strong attention to detail and accuracy in document and data processing.
• Proficiency with operational systems (LIMS and group-sanctioned order/document tools).

Responsibilities

• Processing of inspection requests, including review of accuracy and completeness of Requests for Inspections
• Back-office execution of the registration and licensing process
• Ensuring CoC issuance, amendments and replacement as per country standards
• Acting as back-office interface between SGS Switzerland and the trade for case execution
• Ensuring processing quality, timeliness and adherence to agreed service levels
• SR registration and, when applicable, creating hard files with relevant documents
• Validating external parties in the Operations system
• Transmitting relevant contractual documents to the Certification Center (CC) for processing
• Receiving Conformity Assessment Instructions from CC and acting upon them
• Requesting quality and transaction documents from exporters/producers as instructed by CC
• Generating invoices, following up with exporters for payment, and registering payments
• Contacting the trade for resolution of discrepancies and requests for additional information (client follow-up)
• Monitoring and resolving Blocking Actions under TC/SA role; following up for missing information; ensuring timeliness of certificate issuance
• Following up with LO / exporter for importer / authority acceptance in case of discrepancies
• Coordinating CoC issuance; where printing on security paper and physical delivery is required, liaising with the Switzerland office (physical step remains local)
• Monitoring of inspection execution, sampling and testing, when applicable
• Entering and managing orders in group-sanctioned systems; managing documents and communication in group-sanctioned tools
• Preparing regular job status reports for the Switzerland operation
• Complying with QMS procedures, IVP rules and Country Instructions; assisting in QMS maintenance
• Handling day-to-day operations in a timely, complete and proper manner

Skills

Attention to detail

Data processing

Documentation

Trade documentation

LIMS proficiency

Education

University degree or equivalent

Tools

LIMS systems

Order/document tools

Job description

Admin Assistant (with Logistics 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.

Back‑office execution role supporting TFS Switzerland operations. The position owns rules‑based processing, documentation, certification handling and trade follow‑up. Customer‑facing relationship management and commercial activities are retained by SGS Switzerland.

Primary Responsibilities

• Processing of inspection requests, including review of accuracy and completeness of Requests for Inspections
• Back‑office execution of the registration and licensing process
• Ensuring CoC issuance, amendments and replacement as per country standards
• Acting as back‑office interface between SGS Switzerland and the trade for case execution
• Ensuring processing quality, timeliness and adherence to agreed service levels

Specific Responsibilities

• Ensuring SR registration and, when applicable, creating hard files with relevant documents
• Validating external parties in the Operations system
• Transmitting relevant contractual documents to the Certification Center (CC) for processing
• Receiving Conformity Assessment Instructions from CC and acting upon them
• Requesting quality and transaction documents from exporters/producers as instructed by CC
• Generating invoices, following up with exporters for payment, and registering payments
• Contacting the trade for resolution of discrepancies and requests for additional information (client follow‑up)
• Monitoring and resolving Blocking Actions under TC/SA role; following up for missing information; ensuring timeliness of certificate issuance (first‑level escalation)
• Following up with LO / exporter for importer / authority acceptance in case of discrepancies
• Coordinating CoC issuance; where printing on security paper and physical delivery is required, liaising with the Switzerland office (physical step remains local)
• Monitoring of inspection execution, sampling and testing, when applicable
• Entering and managing orders in group‑sanctioned systems; managing documents and communication in group‑sanctioned tools
• Preparing regular job status reports for the Switzerland operation
• Complying with QMS procedures, IVP rules and Country Instructions; assisting in QMS maintenance
• Handling day‑to‑day operations in a timely, complete and proper manner

Qualifications

• University degree or equivalent professional qualification (min. 3 years' relevant sector/company experience)
• Minimum 2 years' experience in trade / import‑export back‑office operations
• Experience in SGS TFS services is an advantage
• Fluent English (working language with the Switzerland team); German an advantage
• Strong attention to detail and accuracy in document and data processing
• Proficiency with operational systems (LIMS and group‑sanctioned order/document tools)