ADMINISTRATIVE AND CUSTOMER EXCELLENCE SUPPORT (ACES) ASSOCIATE

SmartRecruiters, Inc.; Makati; On-site; PHP 201,000 - 312,000; Full time

Job summary

SGS is seeking an Administrative and Customer Excellence Support Associate to join our team in Makati. This full-time role handles job orders, records, sample management, and the generation of inspection/test reports, while also processing invoices and PR/PO requirements for office operations.

The role requires a 4-year degree, at least 1 year in admin/customer service, and strong MS Office and typing skills, with high accuracy and attention to detail in a fast-paced environment.

Qualifications

• Graduate of any 4-year course.
• At least 1 year work experience related to admin and customer service support.
• Must be computer literate on basic computer applications, MSOffice.
• Must have typing/encoding skills of 45 words/min.
• Accuracy and attention to detail.

Responsibilities

• Job Order/Records/Sample management and related tasks.
• Inspection/Test report generation and documentation.
• Invoice sending and dispatching; processing PR/PO for office needs.
• Receiving and handling samples, coordinating with client and sales.

Skills

Customer service

Communication

Attention to detail

Education

Graduate of any 4-year course

Tools

MS Office

Job description

ADMINISTRATIVE AND CUSTOMER EXCELLENCE SUPPORT (ACES) ASSOCIATE

• Full-time

SGS is the world’s leading inspection, verification, testing and certification company. SGS is recognized as the global benchmark for quality and integrity. With more than 89,000 employees, SGS operates a network of over 2,600 offices and laboratories around the world.

PRIMARY RESPONSIBILITIES

• Job Order/Records/Sample management
• Inspection/Test report generation.
• Invoice sending and dispatching
• PR/PO processing and monitoring for office/operational supplies, travel, utilities, third parties, accommodation, etc.

SPECIFIC RESPONSIBILITIES

Receiving:

• Handles receiving of incoming samples and ensures samples are inspected, sorted, and stored in a suitable storage condition.
• Records, checks, and assess the quantity and sufficiency of samples against testing requirement.
• Records and checks the quality and integrity of samples and coordinates client and sales for any discrepancy and defects.
• Ensures samples received are checked against relevant documents such as but not limited to Proposal, P.O., Request for Analysis form etc.
• Registers samples in the system and must ensure all relevant information such as client special instructions are captured accordingly.
• Sends generated claim stub to client after registration.
• Endorses samples and documents like Job Instruction, Work Sheets and other relevant documents to laboratory.
• Scans and uploads documents to dedicated Sharepoint site.

Reporting:

• Generates and sends complete final tests and inspection reports to client.
• Ensures details are correct and client special instructions are captured accordingly before sending of final reports to client.
• Maintain documents and files/keeps them on corresponding job folders and/or prepare documentation for archiving.
• Ensures records and monitoring are up to date.

Other related duties and QHSEE compliance:

• Performs other related duties as may be assigned either in support of departmental goal or for his/her personal or professional training, education or development as programmed by his/her immediate superior.
• Complies with the Quality, Health and Safety, Environment and Energy (QHSEE) policies and supporting objectives including, but not limited to:
• Demonstrates strong obligation to SGS QHSEE policies, procedures and work instructions by actively participating in meetings, projects and events, completes required training, intervenes in unsafe situations, refuses unsafe work, and complies fully with all applicable laws and regulations related to HSEE.
• Performs appropriately and immediately to emergency situations and assists other staff members in maintaining readiness to respond to emergencies within the workplace.
• Disposes or directs the disposal of waste generated as a part of daily work performed in a safe manner and in compliance with the disposal regulations and requirements, and in accordance with SGS Environmental Management System requirements.
• Reports all incidents, including near misses and hazards, that may affect the achievement of QHSEE objectives in accordance with SGS Incident Reporting and Management requirements.
• Efficiently uses all equipment, including safety equipment, and company owned property in the manner intended and reports any damaged / lost equipment to immediate superior.
• Maintains a safe and tidy worksite according to the organization’s 5S program and guidelines.
• Maintains awareness of the safety and health related hazards and environmental aspects and proposes action plans to control the risks to immediate superior or QHSEE Coordinators.
• Actively participates in incident investigations and risk assessments as deemed necessary by SGS management.
• Fulfills the requirements needed in the success of the QHSEE Management System.
• Recognizes the potential consequences of not following the established policies, procedures, and guidelines, including not fulfilling the organization’s compliance obligations.

• Submit and update regularly the weekly/monthly KPI monitoring report and scoreboards.
• Assist in the maintenance of the Quality Management System.

PROFILE AND REQUIRED SKILLS

• Graduate of any 4-year course
• At least 1 year work experience related to admin and customer service support
• Must be computer literate on basic computer applications,MSOffice
• Must have typing/encoding skills of 45 words/min
• Accuracy and attention to detail

Language

• ProficientinEnglish,Filipino and Visayan (both written and verbal)

Any 4 year course; BS Lab Tech or Chem Tech graduate is an advantage for career growth