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.

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 requirements and the business line. Responsibilities include preparing reports, client communication, job invoicing, requests for quotes, purchase orders (POs), and approving certificates.

SPECIFIC RESPONSIBILITIES

1. Drafting and issuing of inspection certificates and reports.
2. Backup to finance administrator.
3. Reviewing draft reports prepared by learners or casual administrators.
4. Check and approve certificates.
5. Respond to clients and client queries when the operations supervisor or senior inspector are unavailable.
6. Coordinate with operations supervisor and senior inspector for updating staff allocation and inspection board.
7. Communicate with field inspectors as required.
8. Assist operations supervisor and senior inspector in communicating with subcontractors based in other locations (Namibia and Port Elizabeth) and arrange necessary POs.
9. Oversee and ensure invoicing, purchase order, and IDN tracking spreadsheets are updated daily.
10. Verify monthly IDN from H&N laboratory.
11. Request quotes and arrange attendance with fumigation company when required.
12. Assist operations supervisor and senior inspector in arranging harbor permits and inductions as needed.
13. Issue quotes in coordination with branch supervisor/manager or operations supervisor.
14. File reviews and preparation for invoicing.
15. Arrange quarterly, bi-annual fish meal analysis for clients, along with branch supervisor/manager and operations supervisor.
16. Submit requests for opening job files, prepare sample submissions, request and follow up on POs.
17. Act as 1st approver of POs in the absence of branch supervisor/manager.
18. Arrange urgent courier services and follow up with courier, or designate a learner or casual staff to arrange.
19. Follow up with results and TAT from laboratories for samples submitted for testing or designate a learner or casual staff to arrange.
20. Oversee samples packaging, couriering, relevant documentation, request POs, and advise finance.
21. Perform daily operational activities under the guidance of the branch supervisor/manager.
22. SIR Super User - implement SIR program within NR - log all jobs onto SIR platform or designate a learner or casual staff to arrange.
23. Document controller for NR Agri Trade.
24. Ensure all quality standards (GAFTA / FOSFA) requirements are maintained and records updated.
25. Assist Finance Administrator with requesting all file numbers for inspections, upload all documentation for required inspections, and check all information for accuracy before invoicing as needed.
26. Assist with Health and Safety related duties.
27. Coordinate with Senior Inspector to ensure jobs are correctly invoiced.
28. Implement cost control measures.
29. Ensure adherence to Standard Operating Procedures.
30. Ensure adherence to the Company Code of Integrity & Ethics.
31. Ensure adherence to the Quality Management System.
32. Liaison with administrators and/or direct supervisor regarding progress and/or non-conformance.
33. Ensure prompt and accurate reports of completed jobs.
34. 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.
35. Attend or perform training as required.
36. Maintain a clean working environment. Adhere to the company “5 S” policy in all working areas.
37. Adhere to the treatment of confidential information.
38. Perform any other reasonable tasks as assigned by direct line manager or business manager.

COMPLIANCE & AUTHORITY

1. Coordinate with branch supervisor/manager, operations supervisor, and senior inspector in overseeing client and company requirements.
2. Supervise and train learners or casual administrators, along with branch supervisor/manager.
3. Report any faulty and/or non-functioning equipment to the immediate manager.
4. Report safety hazards and/or work that may affect the quality/safety of staff/equipment.
5. 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.
6. 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.
7. Cease to carry out work that may affect the quality (integrity) of services and take action to address the issue.
8. Initiate a formal improvement request when a deviation of the system occurs, possible improvements are identified, or when nonconformity is identified.
9. Implement and maintain the quality system/procedures.

Qualifications

Education – minimum grade 12/Matric with mathematics and science as subjects.

Business administration or other tertiary education.

Excellent computer skills (Microsoft Office, Word, Excel, PowerPoint, etc.)

Excellent understanding of the English and Afrikaans languages (understanding, speaking, writing, and reading).

REQUIRED SKILLS

1. Good problem-solving skills.
2. Attention to detail and accuracy.
3. Excellent interpersonal skills and the ability to work with a variety of personalities.
4. Ability to consistently meet deadlines.
5. Works well under pressure and is willing to work odd hours from time to time.
6. Ability to work both independently and as part of a team.
7. Superb organizational skills.
8. Ability to multi-task and handle several issues simultaneously.
9. Ability to maintain a positive and professional attitude when dealing with escalated issues.
10. Must be motivated and not a timekeeper.
11. Polite and respectful nature, especially to fellow colleagues and clients, whilst not being easily manipulated by anyone. Independence is extremely important.
12. Good communication skills.
13. Thinks strategically.
14. Translates strategy into actions.
15. Influences internally and externally positively.
16. Spreads positivity amongst staff and management.
17. Cooperative with fellow staff and management.