Planning / Project / Audit Administrator

Company Description

SGS is the world’s leading inspection, verification, testing and certification company. SGS is recognized as the global benchmark for quality and integrity. With more than 97,000 employees, SGS operates a network of over 2,600 offices and laboratories around the world.

Job Description

PRIMARY RESPONSIBILITIES

In conjunction with the business strategy set by the Business Assurance (BA) Business Manager and Operations Manager, the Planning Administrator will be responsible to plan and schedule audits for customers in accordance with the Business Assurance QMS, GSP and GPP business procedures, as well as levels 1, 2 and 3 audits for the Business Assurance division and perform too, the back-office certification process from receipt of Contract through to the notification of audits to clients

SPECIFIC RESPONSIBILITIES

PLANNING/SCHEDULING:

• Receive Sales Pack/Proposal, Purchase Order and ensure that all documents are added to the relevant SharePoint Client Folder.
• Plan all relevant applicable services for all new and existing customers as per Business Assurance standards. 
• Liaise with clients on suitable dates and service confirmations.
• Plan supplementary visits or services as required. (Where applicable)
• Administer new clients in accordance with relevant required procedures. (Where applicable)
• Allocate competent resources and allocate planned activities based on the applicable codes and standards, qualification, expertise, approval from affiliate (where relevant) and workload allows.
• Plan services to ensure that monthly budgets are met.
• Plan Assessments/Renewals and relevant services over the required time period as per the cycle requirements.
• Maintenance and monitoring of the applicable service dates in the diary. This includes the man-days, management, postponements, cancellations, and control of diary changes on the live SharePoint diary.
• Doing travel arrangements for resource including visa applications, forex, business letters, etc.
• Managing, updating applicable platforms and scheme specific databases with audit pack documents and information.

RESOURCE FINALISATION

• Issue relevant confirmation documents / request quote to resource for expenses.
• Administrator to submit signed confirmation documents / quote to finance for Purchase Order generation.

POST SERVICE ADMIN

• Ensure that all post service documents are provided to post service and Finance departments.

GENERAL ADMIN

• Acquaint yourself with the relevant online systems applicable to your department.
• Keep finance informed of any Client contact detail changes. (Where applicable)
• Deal with or escalate client queries and complaints relating to services.
• Monthly report as required to the Operations Manager.
• Provide assistance to all Managers, Stakeholders and Colleagues when required.
• Perform all duties in accordance with the SGS Statement of Integrity.
• Compliance to all relevant Business Assurance operational policies and procedures.
• Adhere to SGS policies, procedures as well as any other instructions, either verbal or in writing to yourself.
• Adhere to all quality and safety requirements of the SGS management system.
• Perform any other reasonable tasks as assigned by direct line manager.

Qualifications

Education

• National Senior Certificate (Matric Grade 12)

Experience

• Min 5 years administrative experience.
• Strong service industry background with small team involvement.
• Client and supplier liaison experience.
• Experience of working in a team environment.
• Working within a quality management system
• Project management experience advantageous

REQUIRED SKILLS

• Project management and planning
• Attention to detail.
• Organizational and record-keeping skills
• Customer focus and service orientation
• Basic budget comprehension
• Administrative skills
• Interpersonal skills
• Works well under pressure.
• Excellent computer literacy in Excel, Word, Outlook, PowerPoint
• Excellent communication skills
• Excellent English communication: Speaking, reading, writing.

Additional Information

COMPLIANCE & AUTHORITY 

• Cease the use of any equipment that may be deemed to constitute a safety hazard or entry to hazardous environments without the necessary knowledge and protection and take action to address the hazard.
• Cease to carry on with work that may affect the quality (integrity) of services and take action to address the issue.
• Initiate a formal improvement request when a deviation of the system occurs, possible improvements are identified or when nonconformity is identified.