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 I & E OCM Laboratory Admin Department, the selected candidate will be responsible for supporting the administration and operational functions of the lab. This includes issuing draft proposals and coordinating sample collection for laboratory testing. The role requires an efficient blend of technical skills and administrative expertise to ensure the smooth execution of laboratory processes.
Technologies and tools used include:
Proposal issuance and coordination tools Documentation management tools Internal systems for tracking and reporting laboratory operations
REPORTING LINE
The Senior Admin will report directly to the Admin Executive with functional oversight from the Senior Manager.
SPECIFIC RESPONSIBILITIES
Drafting proposals: Assist in preparing draft proposals based on client requirements and operational needs.
Coordinate sample collection: Oversee the scheduling and coordination of sample collection for lab analysis, ensuring timely collection and delivery.
Collaborate with internal teams: Work closely with lab and operations teams to ensure smooth operational processes and timely sample handling.
Manage documentation: Maintain accurate and up-to-date records of proposals, sample collection schedules, and laboratory analyses.
Assist in revenue tracking: Provide support in tracking lab-related invoicing and assist with weekly and monthly revenue summaries.
Invoicing support: Collaborate with the finance team to issue invoices, ensuring accuracy and timely processing.
Quality assurance support: Ensure all processes are in line with SGS QHSE standards and policies.
Ad-hoc administrative support: Provide assistance with other administrative tasks as needed within the laboratory administration team.
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
A degree in Business Administration, Project Management, Optional: MBA (Master of Business Administration), or a related field is preferred. Candidates with relevant experience in administrative roles will be considered after review. At least 3 years of experience in an administrative role, with a focus on invoicing, proposal preparation, and coordination of projects and documentation. Strong attention to detail and excellent organizational skills. Ability to work independently as well as part of a team, with a proactive approach to problem-solving. Ability to manage multiple tasks efficiently and accurately in a fast-paced environment. Strong communication skills, both written and verbal, for interaction with internal and external stakeholders.
REQUIRED SKILLS
Experience with administrative roles in laboratory settings or similar fields. Knowledge of proposal issuance, sample collection coordination, and documentation management. Proficiency in using office software (e.g., MS Excel, Word) and internal systems for documentation and invoicing. Strong organizational skills and the ability to handle multiple responsibilities simultaneously. Familiarity with accounting or invoicing systems such as Oracle or BOSS would be an advantage. Knowledge of internal compliance requirements for invoicing, documentation, and auditing processes.
RELATIONSHIPS
Work closely with the Laboratory Admin Department and other teams to ensure efficient operational support. Collaborate with finance, operations, and laboratory teams to meet invoicing and documentation requirements. Maintain communication with clients to ensure proposal accuracy and sample collection timelines. Assist with generating monthly and weekly reports on laboratory operations for senior management.
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
