Reporting Administrator at SGS

Job Description
PRIMARY RESPONSIBILITIES

• The Reporting Administration is responsible for conducting basic Financial Assistant activities and administration related tasks in SGS Vaal River Laboratory.

SPECIFIC RESPONSIBILITIES

• Compile recon of samples received per Client daily
• Assist HOD / Lab Technician – reporting with general administrative tasks (filing, copying, and creating customized reporting templates, creating tests reports)
• Assist HOD / Lab Technician – maintaining current status of outstanding work as well as following up with the Section Managers regarding expected reporting dates
• Daily screening of Jobs on G6 – Training to be given on Methods & Analyses
• Assistance with client requests for all incoming work and liaising with all clients in the case of sample discrepancies and / or queries regarding sample logistics and TAT
• Continuous feedback and communication to the direct line manager
• Assist in filing of job files, reports and to ensure filing systems are in order – when necessary
• Assist with switchboard activities when required
• Keep relevant communications confidential
• Complies and conforms to the laboratory quality management system (ISO17025 and SANAS)
• Adhere to all quality and safety requirements of the SGS management system.
• Perform any other reasonable tasks as assigned by direct line manager.
• Obtain Procurement Quotes from suppliers, as per management instruction and MOQ stock level requirements in absence of Gen Administrator
• Liaise with Business BPA to finalize order process in absence of the General Administrator
• Maintain a clean working environment
• Perform any other reasonable tasks as assigned by direct line manager.

COMPLIANCE & AUTHORITY 

• Cease the use of any equipment that may be deemed to constitute a safety hazard or enter hazardous environments without the necessary knowledge and protection and report the situation to higher authority to take action.
• Cease to carry on with work that may affect the quality (integrity) of services and report the situation to higher authority to take action.
• Initiate a formal improvement request when a deviation of the system occurs, possible improvements are identified or when nonconformity is identified.
• Has the authority to give reasonable instructions and delegate work to all staff in Sample Receiving (Receiving, Tracking, Login and Storage) section with approval of Direct Line Manager and/or Section Manager.

Qualifications
Education

• Matric (Grade 12) – with Mathematics and Science as subjects
• Financial Management / Administrative qualification will be an advantage and/or proven years of laboratory, knowledge, skills and experience sufficient to be recognized as a qualification through – Recognition of Prior Learning
• Proficient with PC's, especially with MS Word, Outlook, PowerPoint and Excel programs

Experience

• Minimum of 3 years’ experience in a financial / administrative position
• Laboratory background and related systems would be an advantage
• Previous client and supplier liaison experience
• Effective written and verbal communication skills
• Excellent interpersonal skills and the ability to work with a variety of personalities
• Ability to consistently meet deadlines
• Ability to work both independently and as part of a team
• Superb organizational skills
• Ability to multi-task and handle several issues simultaneously
• Ability to maintain a positive and professional attitude when dealing with escalated issues

REQUIRED SKILLS

• Self-motivator
• Good verbal, written and communication skills
• Ability to multi-task
• Outstanding attention to detail
• Concern for order
• Must have good understanding of Microsoft Office (Excel / Power Point, etc.)
• Work must be done systematically and with the highest level of accuracy.
• Organizational and record-keeping skills
• Customer focus and service orientation
• Basic budget comprehension
• Administrative skills
• Interpersonal skills
• Basic administrative and communicative PC skills.
• Windows package and email proficiency.