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 - Collaborate with other teams to keep documentation up-to-date and remove duplicates or outdated information.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.