RBS Admin Assistant (with Invoicing, Logistic and Quality Control experience)

SGS & Co; Muntinlupa; Hybrid; PHP 300,000 - 420,000; Full time

Job summary

SGS & Co, a world-leading testing, inspection and certification company, seeks an Administrative Assistant in Metro Manila to support procurement and tender activities for the business line.

You will create Purchase Orders for external vendors and affiliates, track delivery and deadlines, maintain records for audits, and assist in preparing proposals and tenders with cross-functional teams (sales, operations, finance).

Qualifications

• Bachelor’s degree in administration or secretarial studies.
• Advanced proficiency in Excel, Outlook, PowerPoint and Word.
• Proficient English (B2+) with good communication skills.

Responsibilities

• Prepare and issue purchase orders for external vendors and affiliates.
• Track delivery, deadlines and service quality; coordinate with sales, operations and finance.
• Assist in drafting, reviewing and formatting proposals and tenders.
• Maintain documentation for audits and ensure version control.
• Provide administrative support and maintain SGS procedures compliance.

Skills

English (B2+)

German language skills

Education

Bachelor’s degree in administration or secretarial studies

Tools

Excel

Outlook

PowerPoint

Word

Windows-based applications

Salesforce

LinkedIn

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

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.