Laboratory Admin Supervisor
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 93,000 employees operate a network of 2,600 offices and laboratories, working together to enable a better, safer and more interconnected world.
In Middle East, SGS is operating since 1980 supporting diversified industries including oil & gas, power & utilities, transportation, infrastructure, and export / industrial manufacturing.
Job Description
PRIMARY RESPONSIBILITIES As the
Laboratory Admin Supervisor, the selected candidate will oversee the smooth running of various administrative functions within the laboratory. This includes reviewing and issuing invoices, reviewing and issuing offers, managing payment confirmation and collection, overseeing procurement, order deliveries, employee management, and coordinating travel and sample collection processes. The role requires a strong combination of leadership, organizational, and technical skills to ensure efficient laboratory operations.
Technologies and tools used include:
Proposal and invoice issuance tools Documentation management systems Internal systems for tracking, reporting, and operational tasks
REPORTING LINE
The
Laboratory Admin Supervisor will report directly to the Admin Executive with functional oversight from the Senior Manager.
SPECIFIC RESPONSIBILITIES
Review and issue invoices: Oversee the review, issuance, and processing of invoices to ensure accuracy and timely submission.
Review and issue offers: Collaborate with internal teams to prepare and issue proposals and offers, ensuring alignment with client requirements and operational needs.
Manage payment confirmation and collection: Ensure payment collection is on track by confirming payments and following up on pending dues.
Oversee procurement and order delivery: Manage procurement activities, including ensuring timely order delivery and proper documentation.
Employee management: Supervise administrative team members, manage their schedules, and ensure that tasks are completed on time.
Coordinate travel and sample collection: Oversee travel arrangements for employees and coordinate sample collection for laboratory analysis.
Documentation management: Maintain accurate and up-to-date records for invoices, proposals, offers, sample collection schedules, and laboratory operations.
Collaborate with internal teams: Work closely with finance, operations, and laboratory teams to ensure smooth workflow and successful project execution.
Assist in revenue tracking: Provide support in tracking laboratory-related revenues and assist in generating weekly and monthly revenue summaries.
Quality assurance support: Ensure all administrative processes comply with SGS QHSE standards and company policies.
QHSE RESPONSIBILITIES
Adhere to SGS QHSE policies and procedures, actively participating in safety meetings and required training. Ensure safety protocols are maintained during sample collection, processing, and administrative tasks. Respond appropriately to emergencies and ensure preparedness within the workplace. Ensure proper waste disposal in compliance with SGS regulations.
Qualifications
PROFILE
A degree in Business Administration, Laboratory Administration, or a related field is preferred. Candidates with relevant experience in administrative roles will be considered in the absence of a degree. At least 2 years of experience in a supervisory or administrative role with a focus on invoicing, proposal preparation, procurement, and documentation. Strong organizational and leadership skills with the ability to manage multiple tasks efficiently. Proven experience in managing employee schedules, travel arrangements, and overseeing administrative processes. Ability to work independently and lead a team with a proactive approach to problem-solving. Excellent communication skills, both written and verbal, for interaction with internal and external stakeholders.
REQUIRED SKILLS
Experience with administrative roles in laboratory or similar settings. Knowledge of invoicing, proposal issuance, procurement, employee management, and sample collection coordination. Proficiency in office software (e.g., MS Excel, Word) and internal systems for documentation, invoicing, and procurement. Familiarity with accounting or invoicing systems such as Oracle or BOSS would be an advantage. Strong organizational skills and the ability to handle multiple responsibilities simultaneously. Knowledge of internal compliance requirements for invoicing, documentation, and auditing processes.
RELATIONSHIPS
Collaborate with internal teams across departments to ensure seamless operations. Maintain strong communication with finance, procurement, operations, and laboratory teams to meet invoicing, procurement, and sample collection requirements. Assist with generating monthly and weekly reports on laboratory operations for senior management.
LANGUAGE
Proficient in English, both written and spoken, to ensure clear communication with internal teams and external clients.
Additional Information
All personal information will be handled with the utmost confidentiality in accordance with SGS guidelines and company privacy policies.
Job Location
Laboratory Admin Supervisor
Dammam, Alhijaz, Al Jubayl 35814, Saudi Arabia * Full-time
