Senior Administrator
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 a Senior Admin within the Laboratory Admin Department, the selected candidate will be responsible for supporting the administration and operational functions of the lab. This includes managing the invoicing process, utilizing software tools such as Oracle, BOSS, or similar applications, and providing comprehensive documentation support. The role demands a combination of technical skills and administrative expertise to ensure the smooth execution of laboratory processes.
The technologies and tools used include:
Invoice issuance software (Oracle, BOSS, or LIMS) Documentation management tools Internal systems for tracking and reporting of revenue and payment
REPORTING LINE
Directly reports to the Admin Executive, with functional oversight from the Senior Manager.
SPECIFIC RESPONSIBILITIES
Process and manage the issuance of invoices using software tools such as Oracle, BOSS, or similar applications, ensuring accuracy and adherence to company policies. Provide administrative and documentation support for laboratory operations, including filing, record-keeping, and maintaining accurate reports. Collaborate with the finance and operations teams to track and resolve discrepancies in invoicing and payment. Assist in the preparation of weekly and monthly revenue summaries and reports for senior management review. Work with internal stakeholders to ensure proper documentation for client orders, laboratory tests, and invoicing. Provide support for compliance with internal audit processes, including maintaining accurate and accessible records. Serve as the point of contact for any invoicing or documentation-related queries within the laboratory. Ensure the effective use and management of administrative software tools to streamline invoice generation and reporting. Assist in the management of client accounts and ensure proper billing procedures are followed. Support the Laboratory Admin Department in daily operational tasks and provide ad-hoc administrative assistance as required. Monitor the effectiveness of invoicing software systems and suggest improvements as necessary. Adhere to the SGS QHSE policies and work with the team to ensure safe, compliant, and efficient administrative processes.
QHSE RESPONSIBILITIES
Comply with all SGS QHSE policies, procedures, and work instructions by actively participating in safety meetings, completing required training, and intervening in unsafe situations. Respond appropriately to emergency situations and assist other staff members in maintaining readiness to respond to emergencies within the workplace. Ensure safe disposal of any waste generated in administrative processes in compliance with waste transportation and disposal regulations. Report all incidents (actual incidents and near misses) as per SGS Incident Reporting requirements. Maintain a safe, clean, and organized work environment, reporting any damaged or lost equipment to the supervisor. Actively participate in risk assessments and incident investigations as required.
Qualifications
PROFILE
Degree in Business Administration, Accounting, or a related field. Exceptional candidates with relevant experience will be considered in the absence of a degree in Administration or Accounting. Highly responsible, responsive, and adaptable with a strong focus on quality and accuracy. Open-minded, flexible, stress-resistant, and tenacious, with a strong dedication to supporting the team and driving results. Strong ability to share knowledge and expertise with colleagues, fostering a collaborative work environment. Enjoys working within a team, while also capable of taking initiative and independently handling tasks. Strong organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
REQUIRED SKILLS
The following skills and experiences will constitute an advantage:
At least 2 years of practical experience in administrative roles involving invoicing and documentation management, particularly using software tools such as Oracle, BOSS, or similar systems. Experience in generating, tracking, and resolving invoices, as well as managing documentation processes across multiple teams. Strong working knowledge of invoice issuance and documentation support tools and systems. Familiarity with creating and maintaining records for client orders, laboratory tests, and related billing documents. Proficient in Excel and other office software to assist with report generation, data analysis, and administrative support. Experience in a multinational environment, with the ability to collaborate across diverse teams. Ability to adapt quickly to new software tools and systems for invoice processing and documentation management. Strong communication skills and attention to detail for accurate reporting and client interaction. Basic knowledge of accounting applications and data management is a plus, particularly for generating reports and tracking invoice histories. Knowledge of internal compliance requirements for documentation, invoicing, and auditing processes.
RELATIONSHIPS
Work closely with team members in the Laboratory Admin Department to ensure smooth administrative operations. Collaborate with finance, operations, and laboratory teams to ensure that invoicing processes and documentation requirements are met efficiently. Partner with external service providers as needed for system support, invoice discrepancies, or process improvements. Work with the administrative management team to identify areas of improvement in invoicing and documentation processes and suggest enhancements for increased efficiency. Support the operations team with documentation management and other administrative tasks on a need-basis. Assist with generating monthly and weekly revenue reports for the senior management team.
LANGUAGE
Proficient in English, both written and spoken, for 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
Senior Administrator
Dammam, Alhijaz, Al Jubayl 35814, Saudi Arabia * Full-time
