Administrator at SGS

• The ideal candidate for this position will be a person that is disciplined and treat colleagues and management with respect, deadline & revenue driven and possessing enough energy and passion to maintain good staff relationships. A successful career in delivering performance against agreed strategic objectives and ultimately ensuring that all quality and testing methods are observed, and any deviation is reported without delay.

Job Description
Administration

• CRS coordination – coordination of inspection and testing activities.
• Business Procurement Administration
• Ensure Preferred Suppliers are used
• Purchase Requests
• Receiving of services/goods
• Order follow up
• Supplier performance feedback
• Business Support
• Apply Procurement policies and procedure
• Petty Cash to be done inline with SGS procedures and submitted timeously.
• Liaison with customers via telephone or email.
• Ensure all messages are conveyed to relevant people.
• Adhoc administration duties required by the line manager.
• Travel arrangements for manager / Technicians etc.
• Filing and maintenance of filing system.

Finance (If Required)

• Request new customer accounts be opened.
• Raise and follow-up on Purchase Orders.
• Arrange and follow-up payment for CBD or COD suppliers.
• Providing instructions to Finance for invoicing.
• Feeding information to Finance as and when required.
• Ensure accurate and timeous frontloading, if and when required.
• Process and submit claims as per company procedure within deadlines.

Sample handling and distribution of results

• Ensure prompt and efficient handling of samples as trained and per applicable procedure.
• Attend to all operational matters related to work in progress at sample reception and new instructions received from customers / line Manager.
• Preparation of test reports, emailing of results to customers, manual and electronic filing of job and / or test report.

Quality & Health & Safety System

• Adhere to all quality and safety requirements of the SGS management system.
• Actively participate in safety related activities.
• Always wear appropriate protective clothing.
• Adhere to all relevant HSE procedures and protocols.
• Keep workplace and equipment neat and tidy.
• Report deviations and communicate instructions to improve and maintain the quality system.
• Provide SHE administrative and other duties if appointed.

HR Support Function

• Prepare and submit timesheet within the required timeframe.
• Provide support in terms of recruitment and ensuring complete documents and files reach the HR department before the payroll deadline.
• Feed information to HRBP in terms of disciplinary issues in a timeous manner.
• Prepare and submit timesheets timeously.
• Process leave records, if assigned as leave impersonator.

General

• Perform any reasonable tasks as assigned by direct line manager.

Qualifications

• Education : Grade 12
• Language : High proficiency in English (Read, write, speak)
  Proficiency in local vernacular would be advantageous (Read, write, speak)
• Experience : 4 Years Relevant Experience

Competencies :

• Excellent computer literacy in Word, Excel, Outlook, PowerPoint
• Knowledge of quality management systems
• 5 years administration experience
• Knowledge of process flow within a professional environment
• Attention to detail and accuracy.
• To operate under minimum supervision
• Excellent interpersonal skills towards colleagues, customers and suppliers.
• Excellent communication skills.
• Well organized and able to plan.
• High level of initiative and self-motivation.