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Descripción del empleo

Primary Responsibilities

The Administrative Assistant will be responsible for providing support in the administrative tasks of the Oil, Gas & Chemicals business line (within the NR Division).

Specific Responsibilities

- At all times, complies with SGS Code of Integrity and Professional Conduct.
- Maintain Databases and Internal Systems (Pricelist in BOSS, G6, PandaDoc):
- Regularly update product, service, pricing, and commercial condition information in internal systems.
- Verify the accuracy and consistency of data to ensure it reflects presente business operations.
- Coordinate with sales, finance, and operations teams to integrate relevant changes or updates.
- Generate reports and data analyses as needed to support decision-making.

- Manage and Archive Digital Documentation:

- Organize and maintain digital documents systematically for easy access and retrieval.
- Ensure compliance with internal storage policies and information confidentiality standards.
- Collaborate with other teams to keep documentation up-to-date and remove duplicates or outdated information.

- Open Job Numbers, Process Invoicing, and Follow Up on Invoices (BOSS, SIR, SAT):

- Register and open new job numbers in internal systems, ensuring all required information is complete.
- Generate invoices and track payment status for each client, notifying relevant stakeholders of delays or issues.
- Coordinate with the accounting department to resolve billing discrepancies or payment issues.
- Prepare regular invoicing and workflow reports to maintain transparency and control.

- Create Purchase Orders for Third-Party and Affiliate Jobs through I-Procurement:





- Issue detailed and accurate purchase orders for external vendors and affiliates, ensuring compliance with internal and contractual requirements.
- Track delivery, deadlines, and service quality.
- Maintain ongoing communication with vendors and internal teams to resolve issues or adjust orders.
- Manage records and documentation associated with each purchase for internal or external audits.

- Assist in the Preparation of Proposals and Tenders:

- Support the collection of technical, financial, and administrative information required for proposals and tenders.
- Assist in drafting, reviewing, and formatting documents to meet client or tender requirements.
- Ensure timely submission of proposals, maintaining version control and document tracking.
- Coordinate with various departments (sales, operations, finance) to ensure all information is accurate and consistent.

- Support colleagues with additional administrative needs as required.
- Develops skills and knowledge to progress in your career.
- Develops trust by providing timely responses to all inquiries, whether by Teams, email, or phone.
- Promotes a positive “Can do!” attitude and a safe working environment.
- Be knowledgeable and compliant with SGS procedures and standards.




- Takes initiative in all we do and perform other duties as required to further SGS mission of service, quality and growth.
- Builds and maintains strong working relationships.
- Performs other related duties as may be assigned either in support of departmental goals or for his/her personal or professional training, education or development as programmed by his/her immediate superior.
- Ensures work area in GBS is kept clean and presentable at all times.
- Remains familiar with SGS quality assurance procedures.
- Complies to all SGS QHSE and HR policies and procedures

Requisitos

Profile

- Bachelor’s degree in administration, Secretarial Studies, or similar.
- Advanced proficiency in office tools (Excel, Outlook, PowerPoint, Word).
- Advanced proficiency in Windows-based applications.
- Good command of the English language (B2 )
- Prior experience is preferred:
- Previous experience in administrative roles.
- Experience with Salesforce and/or PandaDoc.
- Previous experience in the Oil, Gas & Chemicals sector and/or within a port inspection company.

Required Skills

- Strong organizational, and attention-to-detail skills.
- Ability to work effectively in a team and under pressure.
- Proactive approach and problem-solving attitude.
- High level of integrity and sense of responsibility.
- Effective communication and collaboration skills in remote and multidisciplinary environments.

Información adicional

Horario: Lunes a viernes

Modalidad: Presencial

Salario: A convenir

Contrato directo con GBS a termino indefinido.

Required Skill Profession

Secretaries And Administrative Assistants

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📌 ADMINISTRATIVE ASSISTANT RBS (Bogotá)
🏢 SGS
📍 Bogotá