Job Description PRIMARY RESPONSIBILITIES
Responsible for providing administrative and logistical support to the Division Manager in her day-to-day activities and to the division in general on the daily administrative and operational requirements. Also, responsible for controlling documents related to the division's QMS. Assists the division manager in organizing his daily schedules and administrative requirements like preparation of presentation materials, drafting communication letters, etc.
Schedules and monitors the utilization of the division-assigned vehicle.
Monitors and/or processes division staff documents and requests (like requests for payment, leave applications, purchase orders and requisitions, airline tickets and bookings, etc.) within the division or with the other divisions.
Handles divisional account receivables, which includes sending the statement of account/invoice to client companies, following up clients, scheduling collections, and coordinating collection with appropriate collectors/messengers.
Requests for and maintains the division's office supplies.
Performs the responsibilities of a document controller as defined in the division's QMS.
Maintains assigned division files.
Performs other related duties as may be assigned either in support of departmental goal or for his/her personal or professional training, education or development as programmed by his/her immediate superior.
Complies with the QHSE policies including but not limited to: Demonstrates strong commitment to SGS QHSE Policies, Procedures, and Work Instructions by participating in safety meetings, completing required training, intervening in unsafe situations, refusing unsafe work, and complying fully with all applicable laws and regulations related to QHSE. Responds appropriately to emergency situations and assists other staff members in maintaining readiness to respond to emergencies within the workplace. In accordance with the SGS QHSE Management System requirements, disposes of, or directs the disposal of, waste generated as a part of daily work performed in a safe manner and in compliance with all waste transportation and disposal regulations and requirements. Reports all incidents (actual incidents and near misses) in accordance with the SGS Incident Reporting requirements. Uses all equipment (including safety equipment) in the manner intended and reports any damaged / lost equipment to supervisor. Maintain a safe and tidy worksite. Maintains awareness of hazards and proposes controls to supervisor, QHSE Representatives or relevant client / site contact. Actively participates in incident investigations and risk assessments as deemed necessary by SGS management. Qualifications College Graduate (any 4-year course, preferably business management) Required Skills Experience/Technical Knowledge 3 years admin-related experience Language Fluent in English (both written and verbal). Computer skills, communication skills. Core competencies: Integrity. Work Standard, Customer Service Orientation, Communication, keyboard/computer skills, Planning and Organizing/Work Management, Attention to Details/ Quality Orientation.
