RBS Admin Assistant (with Invoicing experience)

SGS; Philippines; Hybrid; PHP 223,000 - 391,000; Full time

Job summary

SGS, a leading testing, inspection and certification company, is looking for an Administrative Specialist in the Philippines. You will create purchase orders for third-party and affiliate jobs, assist in proposals and tenders, and provide admin support to colleagues while ensuring accuracy and SGS compliance.

The role emphasizes teamwork, timely responses via Teams, email or phone, and a proactive, can-do attitude within a hybrid work arrangement that may vary by affiliate country.

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+).
• Experience in administrative roles; Salesforce and LinkedIn experience; German language skills.

Responsibilities

• Create purchase orders for third-party and affiliate jobs via I-Procurement.
• Track deliveries, deadlines, and service quality.
• Maintain records and documentation for audits.
• Assist in preparing proposals and tenders.
• Coordinate with sales, operations and finance to ensure accuracy.

Skills

English (B2+)

Communication

Teamwork

Education

Bachelor’s degree in administration, Secretarial Studies, or similar

Tools

Excel

Outlook

PowerPoint

Word

Salesforce

LinkedIn

Windows-based apps

Job description

Company Description

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.

Job Description

Primary Responsibilities

• 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.