ADMINISTRATIVE AND CUSTOMER EXCELLENCE SUPPORT (ACES) ASSOCIATE

SGS; Makati; On-site; PHP 100,000 - 400,000; Full time

Job summary

A leading testing and certification company in Metro Manila is seeking an Administrative and Customer Excellence Support Associate. Responsibilities include managing job orders, records, and samples, dispatching reports, and ensuring adherence to quality and safety standards. The ideal candidate has at least a year of relevant experience and is proficient in MS Office. This role offers an opportunity to contribute to a global leader in the industry.

Qualifications

• At least 1-year work experience related to admin and customer service support.
• Proficient in English & Filipino (both written and verbal).

Responsibilities

• Manage job orders, records, and samples effectively.
• Ensure accuracy during the dispatching and receiving process.
• Generate and send final reports to clients.

Skills

Computer literacy

Accuracy and attention to details

Data analytics

Typing/encoding skills

Education

Graduate of any 4-year course

Tools

MS Office (Word, Excel, Powerpoint)

Job description

ADMINISTRATIVE AND CUSTOMER EXCELLENCE SUPPORT (ACES) ASSOCIATE

SGS is the world’s leading testing, inspection and certification company. We are recognized as the global benchmark for sustainability, quality and integrity. Our 99,600 employees operate a network of 2,600 offices and laboratories around the world.

Primary Responsibility:

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

Specific Responsibility:

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.

Dispatching:

• Prepares and dispatches document package (Certificate/LTR, Invoice, Proposal, Letter, etc.) with approved results or reports through appropriate means (by fax, mail, courier, or delivery).
• Ensures correctness of recipients’ details and parcel’s content to avoid erroneous dispatching.
• Monitors and tracks the parcel’s location and update the monitoring in a timely manner.
• Ensures delivery receipts are scanned, compiled, and uploaded in the designated Sharepoint.
• 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
• Perform 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

Profile

• Graduate of any 4-year course
• At least 1-year work experience related to admin and customer service support

Experience/Technical Knowledge

• Must be computer literate on basic computer applications, MS Office (Word, Excel, Powerpoint)
• Must have typing/encoding skills
• Accuracy and attention to details
• Proficient in data analytics

Language

• Proficient in English & Filipino (both written and verbal).