RBS Administrative Assistant (w/ invoicing/SAP/Data Entry)

SGS; United States; Hybrid; USD 32,000 - 42,000; Full time

Job summary

SGS is seeking a data-entry focused professional to register samples in LIMS, prepare invoices, and distribute statements to client accounts. You will ensure accuracy, follow QC guidelines, and liaise with clients and internal teams to resolve discrepancies.

The role requires strong English proficiency, fast data entry, and the ability to manage multiple tasks in a deadline-driven environment. Hybrid work arrangements may vary by affiliate; onsite presence may be required for 2–6 months.

Qualifications

• Secondary education or equivalent.
• 3 years of data entry experience.
• Experience with ISO/IEC 17025 preferred.
• Administrative/invoicing experience preferred.

Responsibilities

• Register samples into LIMS and create work orders based on SSF.
• Distribute invoices and statements to clients' accounts payable.
• Ensure QC protocols meet guidelines and coordinate with QC chemists.
• Generate and send customer invoices and statements.
• Follow up with clients regarding payment and maintain data accuracy.

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

This role involves sample registration into LIMS (Laboratory Information Management System) based on clients’ requests, prepares customer invoices and statements, distribute to clients’ accounts payable contacts.

Specific Responsibilities

• Registers samples onto LIMS based on client’s request and/or Sample Submission Form (SSF) to create work orders accurately.
• Communicates any discrepancies or other issues relating to the SSF or other aspects of the clients requests to supervisor or appropriate Canadian resource for resolution
• Applies correct QC protocols to each work order to ensure it meets QP21 guidelines and clients requirements. Liaises with relevant QC chemists and Canadian management when requirements are unclear.
• Generates Acknowledgement for Work Order and distributes to clients.
• Links appropriate price list and sales quotations to work orders.
• Ensures clients test requests and invoicing instructions are followed to help improve efficiency for production.
• Generates customer invoices and statements, and distributes to clients’ accounts payable contacts
• Follows up with clients regarding payment.
• Accountable for accurate and timely data input.
• Maintains and prepares reports from manual or electronic files, inventories, mailing lists and databases.
• Follow all company health, safety and environmental policies.
• May be assigned and coordinate special or ad hoc projects as needed.

Qualifications

Profile

• A minimum of secondary education is required.
• 3 years of previous experience in data entry related role is required.
• Previous experience with ISO/IEC 17025 requirements is preferred.
• Previous experience in administrative (invoicing) related role is preferred.

Additional Information

Required Skills

• Full professional proficiency in English.
• Ability to follow instructions.
• Able to meet deadlines.
• Typing speed 70 wpm and 8,000 kph
• Must be able to read, know and follow work instructions in a safe, accurate and timely manner.
• Candidates must be proficient in using various types of computer software (Word, Excel & Outlook).
• Proven ability to manage and coordinate multiple projects in a fast-paced, highly professional environment.
• Candidates must demonstrate excellent verbal and written communication skills including grammar and composition.
• Ability to work well with others & on one’s own.
• Proven time management skills and a strong attention to detail.
• Works well under pressure.
• Ensures full compliance with the company’s Quality Management, Health & Safety, Code of Integrity, and Professional Conduct policies.
• Hybrid work arrangement may differ depending on affiliate country, should be amenable to be onsite for 2 to 6 months.