RBS Administrative Assistant (w/ invoicing and executive assistant)

Primary Responsibilities

The Energy Management Administrative Assistant / Director Assistant / Client Assistant SCS/TSS/NDT will be responsible for provides assistance in administration and function of Energy Management (ISO 50001), research and assistance for Director IND and assistance for clients of IND Core.

Specific Responsibilities

At all times, comply with SGS Code of Integrity and Professional Conduct

Receiving customer inquiries via Request Tracker

Preparing standard quotes based on predefined modules and entering them into SAP

Initiating orders

Creating orders in SAP

Initial customer contact for quality assurance purposes in english

Handing over orders to Customer Service

Reviewing reports and generating certificates (language, layout)

Generating and sending invoices

Distributing reports

Monitoring payment management

General administrative tasks, such as recording absences and sick leave in SAP

Provides assistance in administration and function of Document and Records Management:

Control, and archive all EnMS documentation (manuals, procedures, work instructions, forms)

Give assistance to Director IND

Research and processing of global business content

Coordinating the flow of information between the Industrial Director, managers, teams, and internal functions

Preparing, maintaining, and compiling reports, overviews, and presentations in English

Assisting with the planning, coordination, and tracking of cross-functional tasks, special topics, and projects

Recording, maintaining, and compiling relevant administrative data (e.g., attendance, absences, status overviews, task lists, or key performance indicators)

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

Education: Diploma or Associate Degree in Business Administration or related field (or equivalent experience).

Experience: 3-5 years in administrative support

Familiarity with management systems (preferred)

Required Skills

English (spoken and written) language skills: C1 Proficiency required

Willingness to learn German is an advantage

Preferred knowledge in the understanding of ISO norms

Proficient in MS Office Suite and comfortable with digital systems.

Ability to manage multiple tasks and meet deadlines.

Must be highly organized and able to work effectively and efficiently in a demanding environment with frequently changing priorities.

High level of integrity and sense of responsibility.

Effective communication and collaboration skills in remote and multidisciplinary environments.

Ability to work independently.

Hybrid work arrangement may differ depending on affiliate country, should be amenable to be onsite for 2 to 6 months.