Senior Administrator

1 week ago

Cape Town, South Africa SGS Full time

**Company Description**
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.
**Job Description** PRIMARY RESPONSIBILITIES**

Perform Administrative duties for SGS Natural Resources, Trade, Agri Commodities, Cape Town. Assist the branch supervisor /manager and operations supervisor to ensure quality service according to customer’s requirements and the business line. Preparing reports, client communication, job invoicing, request for quotes, PO’s and approving certificates.

**SPECIFIC RESPONSIBILITIES**
- Drafting and issuing of inspection certificates and reports.
- Back up to finance administrator.
- Reviewing of draft reports prepared by learners or casual administrators.
- Check and approve, certificates.
- Reply to clients and client queries, if / when the operations supervisor or senior inspector are away or when required.
- Co-ordination with operations supervisor and senior inspector, for updating staff allocation and updating inspection board.
- Communication with field inspectors when required.
- Assist operations supervisor and senior inspector in communicating with subcontractor based in other locations (Namibia and Port Elizabeth). Arrange necessary PO’s.
- Overseeing and ensuring invoicing, purchase order and IDN tracking spread sheets are updated daily.
- Verify monthly IDN from H&N laboratory.
- Request for quotes and arrange attendance with fumigation company, when required,
- Assist operations supervisor and senior inspector in arranging harbor permits and inductions if assistance is required.
- Issuing of quotes, in coordination with branch supervisor / manager or operations supervisor.
- File reviews and preparation for invoicing.
- Arrange quarterly, bi-annual, fish meal analysis for clients, along with branch supervisor/ manager and operations supervisor.
- Submit requests for opening of job files, prepare sample submissions, request and follow up on PO’S.
- 1st approver of POs in absence of branch supervisor / manager.
- Arrange urgent courier and follow up with courier, or designate a learner or casual staff to arrange,
- Follow up with results and TAT from laboratories, for samples submitted for testing or designate a learner or casual staff to arrange.
- Oversee samples are packaged, courier, relevant documentation, request POs, advise finance.
- Perform the daily operational activities under the guidance of the branch supervisor/manager.
- SIR Super User
- implementing of SIR program within NR- log all jobs onto SIR platform or designate a learner or casual staff to arrange.
- Document controller for NR Agri Trade.
- Ensuring all quality standards (GAFTA / FOSFA) requirements are maintained and records updated.
- DOC-IT- assist Finance Administrator with requesting all file numbers for inspections, upload all documentation for required inspection, check all information correct before invoicing - when required.
- Assist with Health and Safety related duties.
- Co-ordinate with Senior inspector to ensure jobs are correctly invoiced.
- Implementation of cost control measures.
- Ensure adherence to Standard Operating Procedures.
- Ensure adherence to the Company Code of integrity & ethics.
- Ensure adherence to the Quality Management system.
- Liaison with administrators and/or direct supervisor regarding progress and/or non-conformance.
- Ensure prompt and accurate reports of jobs completed.
- 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.
- Attend or perform training as and when required.
- Maintain a clean working environment. Adhere to the company “5 S” policy with all working areas.
- Adherence to treatment of confidential information.
- Perform any other reasonable tasks as assigned by direct line manager or business manager.

**COMPLIANCE & AUTHORITY**
- Co-ordination with branch supervisor / manager, operations supervisor and senior inspector, or operations supervisor / branch manager in overseeing client and company requirements.
- Supervise and train learners or casual administrators, along with branch supervisor / manager.
- Report any faulty and/or nonfunctioning equipment to the immediate manager.
- 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) o

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