Operations Support Office Associate/Operations Coordinator

SGS is the world’s leading Testing, Inspection and Certification company. We operate a network of over 2,500 laboratories and business facilities across 115 countries, supported by a team of 99,500 dedicated professionals. With over 145 years of service excellence, we combine the precision and accuracy that define Swiss companies to help organizations achieve the highest standards of quality, compliance and sustainability.

Our brand promise – when you need to be sure – underscores our commitment to trust, integrity and reliability, enabling businesses to thrive with confidence. We proudly deliver our expert services through the SGS name and trusted specialized brands, including Brightsight, Bluesign, Maine

Pointe and Nutrasource.

SGS is publicly traded on the SIX Swiss Exchange under the ticker symbol SGSN (ISIN CH0002497458, Reuters SGSN.S, Bloomberg SGSN:SW).

At SGS Philippines, we look beyond your and society’s expectations and fully understand the interdependence between business and the consumer. We place emphasis on the welfare of your customers because by doing so we stand committed to your excellence.

OPERATIONS SUPPORT OFFICE ASSOCIATE

Reporting Line

• This position directly reports to the Operations Support Head.

Primary Responsibilities

• Job order registration / Records management / Sample handling, dispatch, and management
• Inspection/Audit/Test report generation
• Assist in sending of payment reference and instructions to customers
• Attends to inbound calls and incoming documents, samples and walk-ins/visitors
• Proposal generation for routine services with supervision from Sales and Operations.

SPECIFIC RESPONSIBILITIES

▪ Handles job order creation and/or update records/database on job order status following the appropriate procedures for job registration and using the appropriate tools (i.e. BOSS, SLIM, SIR, etc) and record database.

▪ Receives, registers, labels, endorses internally or dispatches to affiliate the samples with relevant documents.

▪ Prepares and dispatches document package (Certificate/LTR, Invoice, Proposal, Letter, etc.) with approved results or reports through appropriate means (i.e. by e-mail, courier, or delivery).

▪ Updates the corresponding form/documentation/record/database/facility provided or required related to report generation.

▪ Maintain documents and files/keeps them on corresponding job/or e-job folders and/or prepare documentation for archiving and eventual disposition following defined retention period.

▪ Coordinates with operation or affiliate, as needed on issues affecting the registration, proposal, reports or collection.

▪ Coordinates with Customer on required related documents or provide Customer of any relevant document after registration, i.e. claim stub, invoice, etc.

▪ Prepares proposal for routine services with the guidance of Sales or Operations.

▪ Regular submission and updating of weekly/monthly KPI monitoring report.

▪ Assist in the maintenance of the Quality Management System.

▪ Performs other related duties as may be assigned either to achieve departmental goals or for his/her personal or professional training, education or development as programmed by his/her immediate superior.

▪ Complies with the Quality, Health and Safety, Environment and Energy (QHSEE) policies and supporting objectives including, but not limited to:

Education: College graduate (preferably in any administrative course).

Required Skills

• Experience/Technical Knowledge
• Proficient in Microsoft Office tools (Word, PowerPoint, Excel, SharePoint, SIR)
• Skilled in using the internet platform
• Must have typing/encoding skills of 45 words/min
• Strong organizational and interpersonal skills
• Good oral and written communication skills
• Professional, Proactive, and willing to learn.
• Show great sense of responsibility.