Company DescriptionSGS 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 99,600 employees, SGS operates a network of over 2,600 offices and laboratories around the world.Job DescriptionPrimary ResponsibilitiesIn conjunction with the business strategy set by the Business Assurance (BA) Business Manager and Operations Manager, the Planning Administrator will be responsible for planning and scheduling 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 performing the back-office certification process from receipt of Contract through to the notification of audits to clients.Specific ResponsibilitiesPlanning/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 planned activities based on applicable codes and standards, qualification, expertise, approval from affiliate (where relevant), and workload.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.Maintain and monitor applicable service dates in the diary, including man-days, management, postponements, cancellations, and control of diary changes on the live SharePoint diary.Make travel arrangements for resources including visa applications, forex, business letters, etc.Manage and update applicable platforms and scheme-specific databases with audit pack documents and information.Resource Finalisation:Issue relevant confirmation documents/request quotes to resources for expenses.Submit signed confirmation documents/quotes 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.Provide monthly reports as required to the Operations Manager.Assist all Managers, Stakeholders, and Colleagues when required.Perform all duties in accordance with the SGS Statement of Integrity.Comply with all relevant Business Assurance operational policies and procedures.Adhere to SGS policies, procedures, and any other instructions, either verbal or written.Follow all quality and safety requirements of the SGS management system.Perform any other reasonable tasks as assigned by the direct line manager.QualificationsNational Senior Certificate (Matric Grade 12)Required Skills and ExperienceMinimum 5 years administrative experience.Strong service industry background with small team involvement.Client and supplier liaison experience.Experience of working in a team environment.Experience working within a quality management system.Project management and planning skills.Attention to detail.Organizational and record-keeping skills.Customer focus and service orientation.Basic budget comprehension.Administrative skills.Interpersonal skills.Ability to work well under pressure.Excellent computer literacy in Excel, Word, Outlook, PowerPoint.Excellent communication skills.Excellent English communication: speaking, reading, writing.
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