ADMINISTRATIVE ASSISTANT RBS

SGS es el líder mundial en inspección, verificación, análisis, capacitación y certificación. Es considerada como el principal referente mundial en calidad e integridad, contamos con más de 95.000 colaboradores y una red de más de 2.400 oficinas y laboratorios por el mundo.

Primary Responsibilities    

The Administrative Assistant will be responsible for providing support in the administrative tasks of the Oil, Gas &     Chemicals business line (within the NR Division).

        Specific Responsibilities    

• At all times, complies with SGS Code of Integrity and Professional Conduct.
• Maintain Databases and Internal Systems (Pricelist in BOSS, G6, PandaDoc):• Regularly update product, service, pricing, and commercial condition information in internal systems.
• Verify the accuracy and consistency of data to ensure it reflects actual business operations.
• Coordinate with sales, finance, and operations teams to integrate relevant changes or updates.
• Generate reports and data analyses as needed to support decision-making.

•  Manage and Archive Digital Documentation:• Organize and maintain digital documents systematically for easy access and retrieval.
• Ensure compliance with internal storage policies and information confidentiality standards.
• Collaborate with other teams to keep documentation up-to-date and remove duplicates or outdated information.

• Open Job Numbers, Process Invoicing, and Follow Up on Invoices (BOSS, SIR, SAT):• Register and open new job numbers in internal systems, ensuring all required information is complete.
• Generate invoices and track payment status for each client, notifying relevant stakeholders of delays or issues.
• Coordinate with the accounting department to resolve billing discrepancies or payment issues.
• Prepare regular invoicing and workflow reports to maintain transparency and control.

• 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

Profile

• 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.
• Experience with Salesforce and/or PandaDoc.
• Previous experience in the Oil, Gas & Chemicals sector and/or within a port inspection company.

 

Required Skills

• Strong organizational, and attention-to-detail skills.
• Ability to work effectively in a team and under pressure.
• Proactive approach and problem-solving attitude.
• High level of integrity and sense of responsibility.
• Effective communication and collaboration skills in remote and multidisciplinary environments.

Horario: Lunes a viernes

Modalidad: Presencial

Salario: A convenir

Contrato directo con GBS a termino indefinido.