Administrative Assistant
1 week ago
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.
- 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
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