Operations & Administrative Coordinator

Company Description

SGS is the global leader and innovator in inspection, verification, testing and certification services. Founded in 1878, SGS is recognized as the global benchmark in quality and integrity. With over 97,000 employees in 130 countries and operating a network of more than 2,400 offices and laboratories, we provide services to almost every industry by assuring quality and safety of products and services.

Trusted all over the world, SGS is a market leader because we put 100% passion, pride and innovation into everything we do. We encourage new ideas. We welcome people who challenge the way we do things. And we will be 100% committed to helping you reach your full potential.

Job Description

POSITION SUMMARY

The Operations & Administrative Coordinator supports the end-to-end administrative and operational workflow of customer jobs, including project file creation, documentation control, procurement, and invoicing, ensuring all records are accurate, complete, and maintained in compliance with company and quality system requirements; serves as a central point of coordination between customers, sales, and operations to track job progress from quote through completion; maintains organized physical and electronic filing systems and key tracking tools such as sales logs and job records; supports office operations including supply management and safety board compliance; and provides front-office and administrative support, including customer communication, customer setup, and expense reporting, to enable efficient, audit-ready business operations.

JOB FUNCTIONS

• Create, maintain, and organize new job folders, ensuring all documentation is complete and properly filed    
• Print, file, and manage emails, quotes, and related correspondence for each job    
• Save, organize, and maintain PDF records of signed quotes, purchase orders, and customer communications
• Facilitates shipping of samples between laboratories for multi-lab projects             
• Order materials using punch-out and track orders to completion              
• Maintain adequate levels of office supplies and place orders as needed  
• Keep the safety board current and compliant with required postings and updates    
• Maintain and update the Saleslog and Salesforce, ensuring accuracy and timeliness             
• Schedule jobs and track job progress from quote through completion      
• Set up new customers in company systems, ensuring all required paperwork is submitted and stored  
• Prepare and issue customer invoices upon job completion, verifying accuracy against quotes and work performed
• Prepare and submit expense reports for staff, ensuring policy compliance             
• Answers the phones and the front door.    
• Performs other duties as assigned         

JOB COMPLEXITY

• Navigate complex client requests involving multiple projects and sites.
• Distributing project updates through multiple channels.
• Coordinate testing and invoicing with other SGS locations and external sub-contractors.
• Learn to operate efficiently in multiple software solutions.

IMPACT OF DECISIONS

• Continued client sales.
• Brand reputation.
• Notify Operations Director and Lab Manager of any situations that may impact the business.

ANALYTICAL THINKING/PROBLEM SOLVING

• Anticipate and resolve client problems. Forwarding to the appropriate individual where necessary.
• Document and create corrective or preventative actions when concerns arise, and proactively seek improvements.

Qualifications

EDUCATION AND EXPERIENCE

• Business Diploma   Preferred
• 1 to 3 years of         previous experience and knowledge of Salesforce, BOSS, and Microsoft Office
• ​​​Ability to manage and coordinate multiple projects in a fastpaced, highly professional environment.

• Ability to quickly learn and retain positional work instructions

• Proficient in MS Office suite (Word, Excel, PowerPoint, Outlook)

• Must be able to read, understand and follow work instructions in a safe, accurate and timely manner

• Proven ability to manage and coordinate multiple projects in fastpaced, highly professional environment

• Ability to exercise discretion and independent judgment, when necessary.

Additional Information

Compensation

The expected salary range for this position is $20.00-$23.00 per hour.  This range represents the minimum and maximum base salary we reasonably expect to pay for this role. Actual compensation within the range will depend on skills, experience, and qualifications.

Our Benefit