Administrative Assistant

1 week ago


Burnaby, British Columbia, Canada SGS Full time
Company Description

We are SGS - the world's leading testing, inspection and certification company. We are recognized as the global benchmark for quality and integrity.

Our 96,000 employees operate a network of 2,600 offices and laboratories, working together to enable a better, safer and more interconnected world.


Job Description:


This position provides office support to the Accounts Payable/Purchasing coordinator and Accounts Receivable coordinator in the centralized administrative team to ensure administrative tasks are carried out in timely manner for all Geochemistry groups within Canada.

Incumbents must be capable of multi-tasking to meet the department needs of working with multiple sites simultaneously. This position operates under general supervision.

  • Creates purchase orders for goods and services
  • Coordinates logistic for goods delivery when required
  • Sourcing of irregular parts and services and requests for vendor quotations
  • Coordinates the receiving of goods and services with local operations, ensures timely receiving in accounting software (BOSS)
  • Ensures goods purchased and shipping charges for specific clients are billed back appropriately
  • Full compliance to SGS Procurement Policy with respect to the specific purposes and restrictions of Requisition/Purchase Order (PO)
  • Keys in vendor invoices into accounting software (BOSS) and ensures timely payment
  • Prepares expense reports for staff reimbursement
  • Generates, edits, proofreads and finalizes invoices using accounting software (BOSS) and Laboratory Information Management System (LIMS)
  • Prints final invoices and distributes to clients' accounts payable contacts
  • Generates monthly aging report and distributes customer statements
  • Follows all required accounting principles and rules as define by the SGS Finance department
  • Accountable for accurate and timely data input
  • Maintains electronic document storage including scanning and sending copies to head office
  • Arranges travel and accommodation reservations
  • Assists with organizing team building events
  • Arranges luncheons, meetings and client functions, and coordinates attendees
  • Provides mutual backup support to other Administrative staff as required
  • Follows all company health, safety, and environmental policies
  • May be assigned and coordinate special or ad hoc projects as needed

Qualifications:

  • A minimum of a high school diploma (or equivalent) is required
  • Minimum 2 years of previous experience in an administrative related role
  • Previous experience in accounts payable or accounts receivable is an asset
  • Must be able to read, understand and follow work instructions in a safe, accurate and timely manner
  • Proven ability to multitask in a fastpaced, highly professional environment.
  • Demonstrates excellent verbal and written communication skills including grammar and composition
  • Ability to work well with others & independently
  • Proven time management skills and a strong attention to detail
  • Works well under pressure
  • Have a positive attitude and open to learn
  • Knowledge of Laboratory Information Management System (LIMS) is an asset
  • Extended hours and shift work may be required from time to time
  • Ensures full compliance with the company's Health & Safety, Code of Integrity, and Professional Conduct policies
Additional Information

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