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.

PRIMARY RESPONSIBILITIES

Assist with all administrative and back-office duties for Cape Town and co-ordinate with the senior inspectors and administrative team from the Durban office.

SPECIFIC RESPONSIBILITIES

• Assist in data capturing.
• Assist in reviewing of inspector’s field information, when required.
• Support to senior inspectors and staff
• Manages correspondence by answering emails and sorting mail
• Perform the daily operational activities under the guidance of the manager
• Attend to various certificate and report requests. Drafting of all certificates / reports when requested
• Each admin member to be trained on SIR and/or other applicable systems, and can be rotated when or as required
• Attend to filing, Archiving of files, control of files
• Minimum daily updates to client/s. ensure prompt and accurate reporting of jobs completed daily
• Ensure adherence to Standard Operating Procedures
• Ensure adherence to company Code of Ethics
• Ensure adherence to Quality Management Systems & implementation of Quality System.
• Ensure all duties are performed in accordance with accepted service delivery standards.
• Maintain quality, efficiency and confidentiality of service
• Adhere to all quality and safety requirements of the SGS Management system
• Perform any other reasonable tasks assigned by direct line manager
• Assist in continuously upgrading the quality of services offered, in support of the ‘Customer Services’ Policy and minimize client complaints and risk liabilities to SGS
• Request for quotes, purchase orders, job order numbers and invoicing via centralized billing / admin team.
• Assist in duties related to OI requirements.
• Assists with OI awareness training for staff.
• Assist with reception duties when receptionist absent
• Perform any other reasonable tasks as assigned by direct line manager or business manager.
• Maintain a clean working environment. Adhere to the company “5 S” policy with all working areas.

COMPLIANCE & AUTHORITY 

• Co-ordination and assist senior inspector/administrator, or operations supervisor or Key Accounts Manager / Branch manager in performing required tasks.
• Report any faulty and/or nonfunctioning equipment to the immediate manager.
• Each staff member has the authority to cease the use of any equipment that may be deemed unsafe
• Report safety hazard and/or work that may affect the quality/safety of staff / equipment.
• Any person has the right to refuse to perform work that may damage the environment in an imminent and serious way and to report such a situation.
• Cease the use of any equipment that may be deemed to constitute a safety hazard or entry to hazardous environments without necessary knowledge and protection and take action to address the hazard.
• Cease to carry out work that may affect the quality (integrity) of services and take action to address the issue.
• Initiate a formal improvement request when a deviation of the system occurs, possible improvements are identified or when nonconformity is identified.
• Implementation and maintenance of the quality system/ procedures.

• Education – minimum grade 12 / Matric with mathematics and science as subjects.
• Computer Literate (Microsoft Office, word, excel, etc)
• Excellent understanding of the English language (speaking, understanding, wring and reading)

REQUIRED SKILLS

• Good problem-solving skills
• Attention to detail and accuracy.
• Excellent interpersonal skills and the ability to work with a variety of personalities
• Ability to consistently meet deadlines
• Works well under pressure and work odd hours from time to time.
• Ability to work both independently and as part of a team
• Superb organizational skills
• Ability to multi-task and handle several issues simultaneously, whilst on a site.
• Ability to maintain a positive and professional attitude when dealing with escalated issues
• Must be motivated and not a timekeeper.
• Be prepared to work after hours / weekend if and when required.
• Polite and respectable nature, especially to fellow colleagues and clients., whilst not being easily manipulated by anyone on the various sites. Being independent is extremely important.
• Good communication skills.
• Thinks Strategically
• Translates Strategy into Actions
• Influences Internally & Externally positively.
• Spread positivity amongst staff and management.
• Co-operative with fellow staff and management