Administration Clerk

We are SGS – the world’s leading testing, inspection and certification company. We are recognized as the global benchmark for quality and integrity. Our 93,000 employees operate a network of 2,600 offices and laboratories, working together to enable a better, safer and more interconnected world.

Primary Responsibilities     

This role involves various timely data entry and reporting activities as trained and assigned in a Laboratory Information Management System (LIMS) or other database system to ensure accurate information.

Specific Responsibilities     

• Enters various data and validates accuracy in the lab’s LIMS or other database systems as trained and assigned. Key focus areas may include:

• Registering of jobs / samples into order management systems such as LIMS, based on client’s request and/or sample submission forms to create work orders accurately.
• Check and confirm target date in line with labs current capacity
• Communicating any discrepancies or other issues relating to the order registration process or other aspects of the client’s requests to the supervisor or appropriate assigned contact point of the affiliate for resolution
• Generating Acknowledgement for Work Order and distributes to clients
• Ensuring clients test requests and invoicing instructions are followed to help improve efficiency for production.
• Generating customer invoices and statements, and distributing to clients’ accounts payable contacts.
• Linking appropriate price list to work orders.
• Generating and releasing of the lab reports of testing to the clients.

• Applies correct QC protocols to each work order to ensure it meets guidelines and client’s requirements. Liaises with relevant affiliate contacts and management when requirements are unclear.
• Accountable for accurate and timely data input.
• Maintains and prepares reports from manual or electronic files, inventories, mailing lists and databases.
• Adopts and supports specific operational improvement activities as communicated by the GBS Lab Support Supervisor. These projects will focus on the improvement of quality and efficiency.
• May be assigned and coordinate special or ad hoc projects as needed.
• Provides reports documenting reviews and changes where required.
• Follow all company health, safety and environmental policies.

Profile

• Minimum four-year university degree from an internationally accredited institution.
• 3 years of previous experience in data entry related role is required.
• Previous experience with ISO/IEC 17025 requirements is preferred.
• Previous experience in administrative (invoicing) related role is preferred.

Required Skills

Specific technical skills:

• Full professional proficiency in English.
• Ability to follow instructions.
• Able to meet deadlines.
• Typing speed 70 wpm and 8,000 kph
• Must be able to read, know and follow work instructions in a safe, accurate and timely manner.
• Candidates must be proficient in using various types of computer software (Word, Excel & Outlook).
• Proven ability to manage and coordinate multiple projects in a fast-paced, highly professional environment.
• Candidates must demonstrate excellent verbal and written communication skills including grammar and composition.
• Ability to work well with others & on one’s own.
• Proven time management skills and a strong attention to detail.
• Works well under pressure.
• Ensures full compliance with the company’s Quality Management, Health & Safety, Code of Integrity, and Professional Conduct policies.