Administrator - Customer Service

7 months ago

Cape Town, South Africa SGS Full time

**Company Description**
SGS is the world’s leading inspection, verification, testing and certification company. SGS is recognized as the global benchmark for quality and integrity. With more than 97,000 employees, SGS operates a network of over 2,600 offices and laboratories around the world.

Perform administrative duties to support Sales Team and Customer Service Manager (CSM) and customer base. Specifically, track and trace delays on testing and communicate to our clients, source subcontractor laboratories for our sales team, support CSM in daily tasks including purchase requisition creation and tracking and maintaining subcontractor excel database. In addition, support CSM in any client investigations with regard to delayed reporting and sample administration.

**General**
- 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.
- Support sales team and CSM
- Adhere to all quality and safety requirements of the SGS management system.
- Perform any other reasonable tasks as assigned by direct line manager

**Administration**
- Ensure all messages are conveyed to CSM, sales team and sample reception and registration as well as any other relevant people.

**Subcontracting / Outsourcing**
- Obtain quotes for newly required subcontracted / outsourced analysis and forward to the SLIMS Super User to be loaded onto the SLIMS system
- Ensure prompt and efficient handling of samples for subcontracted / outsourced analysis.
- Follow up with subcontracting / outsourcing laboratories before the analysis due date, convey any delays to the CSM and appropriate salesperson.

**Purchase Orders**
- Accurate creation of purchase requisitions
- Forward Purchase Order Request to procurement team to create Purchase Order
- Request Purchase Order from procurement team, check for accuracy and forward to the subcontracting / outsourcing laboratory
- Upon receipt of the analytical report from the subcontracting / outsourcing laboratory, check for accuracy and forward to SLIMS job owner
- Check tax invoice from subcontracting laboratory for accuracy and forward to procurement team to fully receive (take note that the Purchase Order should be received in the same month as the job is invoiced).

**Quality & Health & Safety System**
- Adhere to all quality and safety requirements of the SGS management system.
- Actively participate in safety related activities.
- Always wear appropriate protective clothing.
- Adhere to all relevant HSE procedures and protocols.
- Keep workplace and equipment neat and tidy.
- Report deviations and communicate instructions to improve and maintain the quality system.

**CSM Support**
- Specifically, track and trace delays on testing and communicate to our clients,
- Source subcontractor laboratories for our sales team quickly and efficiently
- Support CSM in daily tasks including purchase requisition creation and tracking and maintaining subcontractor excel database.
- Support CSM in any client investigations with regard to delayed reporting and sample
- administration.

**Specific Authorities**
- Cease the use of any equipment that may be deemed to constitute a safety hazard or entry to hazardous environments without the necessary knowledge and protection, and take action to address the hazard.
- Cease to carry on with 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.

**Qualifications** Education**
- Post graduate degree is mandatory, preference for Food Technology, Business Administration,
- Sales and Marketing qualification or equivalent
- Language: Proficiency in English (Read, write, speak)
- Computer literacy in Word, Excel, Outlook

**Experience**
- 3 years administration experience as a minimum
- Knowledge of process flows within an analytical laboratory environment
- Data management

**Additional Information**
- Attention to detail
- To succeed and operate with minimum supervision
- High energy individual
- Passion for customer service
- Good interpersonal skills towards colleagues, customers and suppliers
- Excellent communication skills
- Proactive team member with ability to take initiative

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