Project Commercial Administrator at SGS

About the Job

Job Description

Primary Job Responsibilities

Reporting to the relevant Laboratory Manager and are expected to:

General

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

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

Qualification and Experience

• 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 / financial administration will be advantageous
  • 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.