Administrator
Location: West Rand, Gauteng
Job Type Classification: Permanent
Closing Date: Not Specified
Salary: market related
Company Overview
We are SGS – the world’s leading testing, inspection, and certification company. Recognized globally as the benchmark for quality and integrity, our 97,000 employees operate a network of more than 2,600 offices and laboratories worldwide. Together, we enable a safer, better, and more interconnected world.
Our Geochem Division provides cutting-edge laboratory services and solutions, ensuring our clients meet the highest standards of compliance, safety, and accuracy. To strengthen our administrative team, we are seeking a dedicated Administrative Assistant to support both operational efficiency and customer communication.
Purpose of the Role
The Administrative Assistant will provide comprehensive administrative support to the Geochem Admin Department. This includes managing documentation, processing invoices, handling customer communication, and assisting with laboratory reporting activities. The role requires a detail-oriented professional who can thrive in a fast-paced environment while ensuring adherence to SGS quality standards and regulatory requirements.
Key Responsibilities
Administrative Support
- Perform general administrative tasks such as filing, copying, updating spreadsheets, and creating customized reporting templates.
- Maintain an accurate and accessible filing system for documents, reports, and communications.
- Assist in preparing reconciliations and maintaining accurate records of outstanding work.
Reporting & Documentation
- Print and email test reports to clients in a timely and accurate manner.
- Enter laboratory results into SLIM G6 when required, ensuring data integrity.
- Support the section manager with contract reviews and preparation of proposals.
- Assist with compiling and submitting customer proposals and departmental reports.
Customer Service & Communication
- Serve as a key contact for customer enquiries and queries, providing timely responses and professional support.
- Follow up with the laboratory team on expected reporting dates and communicate progress updates to clients.
- Maintain confidentiality and professionalism in all external and internal communications.
Invoicing & Financial Support
- Process invoices for completed work in line with agreed rates.
- Ensure accurate billing and liaise with relevant departments to resolve discrepancies.
- Support the finance team with reconciliations and reporting when required.
Quality, Safety & Compliance
- Adhere to SGS management system requirements, including ISO17025 and SANAS standards.
- Apply safety protocols, participate in Operational Integrity campaigns, and exercise Stop Work Authority where risks are unclear.
- Comply with all health and safety regulations and maintain a clean and safe working environment.
- Ensure all tasks meet SGS quality assurance standards and contribute to audit readiness.
General Support
- Provide assistance with laboratory duties where applicable and aligned to qualifications.
- Participate in special projects and operational improvement initiatives.
- Perform any additional tasks as assigned by the direct line manager.
Qualifications and Experience
Education
- Grade 12 / Matric or N3 with Mathematics and Science (Essential).
- National Diploma in Analytical Chemistry or a related field (Advantageous).
- Recognition of Prior Learning may be considered for applicants with extensive laboratory experience.
Experience
- Minimum 3 years’ experience in an administrative role (Essential).
- Previous experience in a laboratory or scientific environment (Advantageous).
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Skills and Competencies
Technical & Professional Skills
- Strong computer literacy and accurate data entry skills.
- Knowledge of laboratory processes and reporting systems (advantageous).
- Ability to compile reconciliations and prepare professional documents.
Behavioural Competencies
- Excellent problem-solving skills and critical thinking ability.
- Attention to detail with strong organisational skills.
- Effective time management with the ability to meet tight deadlines.
- Ability to work under pressure and prioritise multiple tasks simultaneously.
- Strong interpersonal and communication skills to interact effectively with diverse stakeholders.
- Ability to work independently as well as collaboratively in a team.
- Positive and professional attitude when handling escalated issues.
- High standards of integrity, confidentiality, and accountability.
Why Join SGS?
At SGS, you will be part of a global leader known for its commitment to quality, innovation, and integrity. In this role, you will:
- Contribute to meaningful projects that directly impact client safety and compliance.
- Work in a dynamic and professional laboratory environment.
- Gain exposure to global standards and processes while developing specialised administrative skills.
- Join a diverse and inclusive workplace that values collaboration and continuous improvement.
Application Process
Interested candidates should submit their comprehensive CV along with a cover letter highlighting relevant experience and qualifications.
Only shortlisted candidates will be contacted. If you do not receive feedback within 30 days after the closing date, please consider your application unsuccessful.
SGS reserves the right not to make an appointment. Preference will be given to candidates from designated groups in accordance with employment equity principles.
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