Senior Administrator

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. In Middle East, SGS is operating since 1980 supporting diversified industries including oil & gas, power & utilities, transportation, infrastructure, and export / industrial manufacturing.

Job Description

PRIMARY RESPONSIBILITIES

As a Senior Admin within the Laboratory Admin Department, the selected candidate will be responsible for supporting the administration and operational functions of the lab. This includes managing the invoicing process, utilizing software tools such as Oracle, BOSS, or similar applications, and providing comprehensive documentation support. The role demands a combination of technical skills and administrative expertise to ensure the smooth execution of laboratory processes.

The technologies and tools used include:

• Invoice issuance software (Oracle, BOSS, or LIMS)
• Documentation management tools
• Internal systems for tracking and reporting of revenue and payment

REPORTING LINE

Directly reports to the Admin Executive, with functional oversight from the Senior Manager.

SPECIFIC RESPONSIBILITIES

• Process and manage the issuance of invoices using software tools such as Oracle, BOSS, or similar applications, ensuring accuracy and adherence to company policies.
• Provide administrative and documentation support for laboratory operations, including filing, record-keeping, and maintaining accurate reports.
• Collaborate with the finance and operations teams to track and resolve discrepancies in invoicing and payment.
• Assist in the preparation of weekly and monthly revenue summaries and reports for senior management review.
• Work with internal stakeholders to ensure proper documentation for client orders, laboratory tests, and invoicing.
• Provide support for compliance with internal audit processes, including maintaining accurate and accessible records.
• Serve as the point of contact for any invoicing or documentation-related queries within the laboratory.
• Ensure the effective use and management of administrative software tools to streamline invoice generation and reporting.
• Assist in the management of client accounts and ensure proper billing procedures are followed.
• Support the Laboratory Admin Department in daily operational tasks and provide ad-hoc administrative assistance as required.
• Monitor the effectiveness of invoicing software systems and suggest improvements as necessary.
• Adhere to the SGS QHSE policies and work with the team to ensure safe, compliant, and efficient administrative processes.

QHSE RESPONSIBILITIES

• Comply with all SGS QHSE policies, procedures, and work instructions by actively participating in safety meetings, completing required training, and intervening in unsafe situations.
• Respond appropriately to emergency situations and assist other staff members in maintaining readiness to respond to emergencies within the workplace.
• Ensure safe disposal of any waste generated in administrative processes in compliance with waste transportation and disposal regulations.
• Report all incidents (actual incidents and near misses) as per SGS Incident Reporting requirements.
• Maintain a safe, clean, and organized work environment, reporting any damaged or lost equipment to the supervisor.
• Actively participate in risk assessments and incident investigations as required.

Qualifications

PROFILE

• Degree in Business Administration, Accounting, or a related field. Exceptional candidates with relevant experience will be considered in the absence of a degree in Administration or Accounting.
• Highly responsible, responsive, and adaptable with a strong focus on quality and accuracy.
• Open-minded, flexible, stress-resistant, and tenacious, with a strong dedication to supporting the team and driving results.
• Stron...