RBS Admin Assistant (w/ Invoice, SAP, Data Entry or Logistic experience)

SGS; United States; Hybrid; USD 42,000 - 56,000; Full time

Benefits offered by this job

Hybrid work arrangement

Job summary

SGS is seeking an Administrative Assistant in the United States to support business lines with procurement and proposal activities. The role involves creating and tracking purchase orders, coordinating with vendors, and assisting in tender preparation.

Strong office software skills (Excel, Outlook, PowerPoint, Word) and English proficiency are required. Hybrid work arrangements may apply; onsite presence may be required for 2 to 6 months at affiliate sites.

Qualifications

• Bachelor's degree in administration or similar field.
• Advanced proficiency in Excel, Outlook, PowerPoint and Word.
• Excellent command of English (B2+).
• Prior experience in administrative roles preferred; Salesforce and LinkedIn experience a plus.

Responsibilities

• Create Purchase Orders for Third-Party and Affiliate Jobs through I-Procurement.
• Issue detailed and accurate purchase orders for external vendors and affiliates.
• Track delivery, deadlines, and service quality.
• Maintain communication with vendors and internal teams to resolve issues or adjust orders.
• Assist in the Preparation of Proposals and Tenders.
• Support collection of technical, financial, and administrative information for proposals and tenders.
• Assist in drafting, reviewing and formatting documents to meet client or tender requirements.

Skills

Excel

PowerPoint

Word

Outlook

Education

Bachelor's degree in administration

Tools

Salesforce

LinkedIn

Windows-based applications

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.