OPEN HOUSE: Data Entry (Data Analyst, Administration Clerk & Administrative Assistant) | Food, Pharma & Geochemistry background

Data Analyst (Food and Pharma)

Specific Responsibilities   

• At all times, complies with SGS Code of Integrity and Professional Conduct.
• Enters various data, registers jobs and validates accuracy of certain operational data in the lab’s LIMS as trained and assigned.  Key focus areas may include sample login data, field data, subcontract lab data, verification of report data accuracy, invoice data, maintenance of a customer database, and others.
• Performs other data quality verification functions as assigned in the future.
• Provides reports documenting reviews and changes where required.
• Ensures lab deadlines are met and the GBS Team Coordinator (or section Lab Manager in their absence) is notified immediately if the turnaround time specified cannot be met.
• Adopts and supports specific operational improvement activities as communicated by the GBS EHS Supervisor. These projects will focus on the improvement of quality and efficiency.
• Looks for efficiency gains in your section by being aware of new technologies and reviewing existing procedure.
• Able to respond to technical queries.
• 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.

Profile

• University degree (minimum of four years studies) in related careers. Education in science is required, in chemistry preferred.
• Experience in Food and Pharma testing is advantageous.
• Intermediate-advanced English (B2+ level).
• A minimum of one year of experience in data entry, management and verification will be valued. Proven experience with data quality and operational excellence is an advantage.
• Strong computer skills, proficiency in Microsoft Office applications, including Outlook, Word, and Excel. Ability to learn quickly new technologies.
• Strong written and verbal communication skills
• Detail-oriented with the ability to identify minor discrepancies.
• Strong sense of responsibility for the quality and integrity of the work assigned.
• Proficient in effectively prioritizing tasks to meet deadlines.
• Ability to work both collaboratively and independently, manage time effectively.
• Strong team player with the ability to collaborate efficiently in diverse work environments.

Administration Clerk, Geochemistry

Specific Responsibilities   

• Registers samples onto LIMS based on client’s request and/or Sample Submission Form (SSF) to create work orders accurately.
• Communicates any discrepancies or other issues relating to the SSF or other aspects of the clients' requests to supervisor or appropriate Canadian resource for resolution
• Applies correct QC protocols to each work order to ensure it meets QP21 guidelines and clients' requirements. Liaises with relevant QC chemists and Canadian management when requirements are unclear.
• Generates Acknowledgement for Work Order and distributes to clients.
• Links appropriate price list and sales quotations to work orders.
• Ensures clients test requests and invoicing instructions are followed to help improve efficiency for production.
• Generates customer invoices and statements, and distributes to clients’ accounts payable contacts
• Follows up with clients regarding payment.
• Accountable for accurate and timely data input.
• Maintains and prepares reports from manual or electronic files, inventories, mailing lists and databases.
• Follow all company health, safety and environmental policies.
• May be assigned and coordinate special or ad hoc projects as needed.

Profile

• 3 years of previous experience in data entry related role is required.
• Previous experience with ISO/IEC 17025 requirements is preferred.
• Previous experience in administrative (invoicing) related role is preferred.

Administrative Assistant

Specific Responsibilities   

• At all times, complies with SGS Code of Integrity and Professional Conduct.
• Open Job Numbers, Process Invoicing, and Follow Up on Invoices (BOSS, SIR, SAT and/or SAP):
• 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.
• Maintain Databases and Internal Systems (Pricelist in BOSS and /or SAP):
• Regularly update product, service, pricing, and commercial condition information in internal systems.
• Verify the accuracy and consistency of data to ensure it reflects actual 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.
• 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

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.
  • Salesforce experience
  • Linked In experience
  • German language skills