RBS Admin Assistant (with Invoicing and Logistic experience)

Hammerjack Pty Ltd; Philippines; Hybrid; PHP 201,000 - 357,000; Full time

Benefits offered by this job

Hybrid work arrangement

Onsite for 2–6 months as needed

Job summary

SGS is seeking an Administrative Assistant in the Philippines to support procurement, tender preparation, and general administrative tasks. You will issue detailed purchase orders, track deliveries, maintain records, and coordinate with multiple departments to ensure accuracy and timely submissions.

The role involves assisting in proposals, maintaining version control, and staying compliant with SGS procedures.

Qualifications

• Bachelor's degree in administration, secretarial studies, or similar.
• Advanced proficiency in Excel, Outlook, PowerPoint and Word.
• Advanced proficiency in Windows-based applications.
• Good command of English (B2+).

Responsibilities

• Create purchase orders for third-party and affiliate jobs via I-Procurement.
• Track delivery deadlines and service quality with vendors.
• Maintain documentation for audits and records.
• Assist in preparation of proposals and tenders.
• Coordinate with sales, operations and finance to ensure accurate information.
• Support colleagues with additional administrative needs.

Skills

Office proficiency

Windows applications

English (B2+)

Salesforce

LinkedIn

German language

Education

Bachelor's degree in administration/Secretarial studies

Tools

Salesforce

SME office tools

Job description

Job Description

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

Qualifications

. 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.


• Salesforce experience


• Linked In experience


• German language skills

Additional Information

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