SGS

Admin Assistant (with Logistics and Invoicing Experience)

Posted 13 Hours Ago

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Muntinlupa, Southern Manila District, National Capital Region, PHL

In-Office

Mid level

Information Technology • Professional Services • Security • Consulting

The Role

Back-office role supporting TFS Switzerland: process inspection requests, manage registration/licensing and CoC issuance, handle documentation and validations, generate and follow up invoices/payments, monitor inspection execution, enter and manage orders in group systems, and ensure timely, accurate case execution and QMS compliance.

Summary Generated by Built In

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

Back-office execution role supporting TFS Switzerland operations. The position owns rules-based processing, documentation, certification handling and trade follow-up. Customer-facing relationship management and commercial activities are retained by SGS Switzerland.

Primary Responsibilities

Processing of inspection requests, including review of accuracy and completeness of Requests for Inspections
Back-office execution of the registration and licensing process
Ensuring CoC issuance, amendments and replacement as per country standards
Acting as back-office interface between SGS Switzerland and the trade for case execution
Ensuring processing quality, timeliness and adherence to agreed service levels

Specific Responsibilities

Ensuring SR registration and, when applicable, creating hard files with relevant documents
Validating external parties in the Operations system
Transmitting relevant contractual documents to the Certification Center (CC) for processing
Receiving Conformity Assessment Instructions from CC and acting upon them
Requesting quality and transaction documents from exporters/producers as instructed by CC
Generating invoices, following up with exporters for payment, and registering payments
Contacting the trade for resolution of discrepancies and requests for additional information (client follow-up)
Monitoring and resolving Blocking Actions under TC/SA role; following up for missing information; ensuring timeliness of certificate issuance (first-level escalation)
Following up with LO / exporter for importer / authority acceptance in case of discrepancies
Coordinating CoC issuance; where printing on security paper and physical delivery is required, liaising with the Switzerland office (physical step remains local)
Monitoring of inspection execution, sampling and testing, when applicable
Entering and managing orders in group-sanctioned systems; managing documents and communication in group-sanctioned tools
Preparing regular job status reports for the Switzerland operation
Complying with QMS procedures, IVP rules and Country Instructions; assisting in QMS maintenance
Handling day-to-day operations in a timely, complete and proper manner

Qualifications

University degree or equivalent professional qualification (min. 3 years' relevant sector/company experience)
Minimum 2 years' experience in trade / import-export back-office operations
Experience in SGS TFS services is an advantage
Fluent English (working language with the Switzerland team); German an advantage
Strong attention to detail and accuracy in document and data processing
Proficiency with operational systems (LIMS and group-sanctioned order/document tools)

Skills Required

University degree or equivalent professional qualification
Minimum 3 years' relevant sector/company experience
Minimum 2 years' experience in trade / import-export back-office operations
Proficiency with operational systems (LIMS and group-sanctioned order/document tools)
Fluent English
German language skills
Strong attention to detail and accuracy in document and data processing
Experience in SGS TFS services

SGS Compensation & Benefits Highlights

The following summarizes recurring compensation and benefits themes identified from responses generated by popular LLMs to common candidate questions about SGS and has not been reviewed or approved by SGS.

Healthcare Strength — Core medical, dental, and vision coverage is part of the U.S. package and is generally viewed as adequate even if not standout. Company information also underscores healthcare coverage as a standard element of the offering.
Retirement Support — A 401(k) is commonly included in the U.S., and group disclosures reference post‑employment benefit plans in select regions. These components provide a baseline of retirement security beyond core pay.
Strong & Reliable Incentives — Annual incentive/bonus structures are part of the compensation mix and cited positively in some regions and roles. Punctual pay is also highlighted as a plus.