Office Associate

• Handles Job Order creation and/ or update records/ database on job order status following the appropriate procedures for job registration and ensuring correctness.
• Prepares and dispatches document package (Certificate/ LTR, Invoice, Proposal, Letter, etc.) with approved results or reports through appropriate means (by email, mail, courier, or delivery).
• Updates the corresponding form/ documentation/ record/ database/ facility provided or required related to the report generation.
• Maintain documents and files/ keeps them on corresponding job folders and/ or prepare documentation for archiving.
• Coordinates with operation or affiliate, as needed, on issues affecting the registration, proposal, reports or collection.
• Coordinates with client on required related documents or provide client of any relevant document after registration, i.e. claim stub, invoice, etc.
• Issue invoice based on received documents or other related references in the application/ system provided and according to the standards.
• Facilitates account creation of non-OGC customers to SGS.
• Assist PH BOSS coordinator in his monthly reports to region & global.
• Uploading of prices system in BOSS
• Uploading of invoices to FIN folder in SharePoint.
• Proxies OGC to some customer Invoice-Payment-Systems wherein billing is uploaded, and payment received by SGS.  Example:  Chevron-Ariba, Seaoil-SPI.
• Provides urgent documentation and assistance in the creation of LC’s needed by specific clients.
• Assist OGC division regarding purchase of equipment, consumables, and other supplies. It includes raising purchase requisitions on maintenance and compensation to external services.
• Manages OGC P2P (IProc) account and liaise with procurement and finance in facilitating payment to OGC vendors.
• Safekeeps inspection contracts and agreements.  Archives communication of previous inspection managers.
• Implements FIN directives on billing, BOSS & SLIM system changes
• Coordinates with GSS and supervises activities of external contractors such as OMNI, Collabera, etc.
• As duly approved office-based employees during this pandemic – assist field based and WFH staff in retrieving/submitting office documents for professional use.     
• Submit and update regularly the week/ monthly KPI monitoring report.
• Is also the receptionist and accepts client call and inquiry and forward to the concern division. (For Cebu)
• Assist in the maintenance of the Quality Management System.
• Operate to the highest standards of ethics in accordance with the SGS Statement of Integrity
• Performs other related duties as may be assigned to achieve respective section’s goals or for own personal, or professional training, education or development as programmed by the immediate supervisor.
• Complies with the Quality, Health and Safety, Environment and Energy (QHSEE) policies and supporting objectives including, but not limited to:

1. Demonstrates strong obligation to SGS QHSEE policies, procedures and work instructions by actively participating in meetings, projects and events, completes required training, intervenes in unsafe situations, refuses unsafe work, and complies fully with all applicable laws and regulations related to HSEE
2. Perform appropriately and immediately to emergency situations and assists other staff members in maintaining readiness to respond to emergencies within the workplace
3. Disposes or directs the disposal of waste generated as a part of daily work performed in a safe manner and in compliance with the disposal regulations and requirements, and in accordance with SGS Environmental Management System requirements
4. Reports all incidents, including near misses and hazards, that may affect the achievement of QHSEE objectives in accordance with SGS Incident Reporting and Management requirements
5. Efficiently uses all equipment, including safety equipment, and company owned property in the manner intended and reports any damaged / lost equipment to immediate superior
6. Maintains a safe and tidy worksite according to the organization’s 5S program and guidelines
7. Maintains awareness of the safety and health related hazards and environmental aspects and proposes action plans to control the risks to immediate superior or QHSEE Coordinators
8. Actively participates in incident investigations and risk assessments as deemed necessary by SGS management
9. Fulfills the requirements needed in the success of the QHSEE Management System

Profile

• • • Graduate of any 4 -year course
    • No experience required

Experience/ Technical Knowledge

• Must be computer literate on basic computer applications, MS Office
• Must have typing/ encoding skills of 45 words/min