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Office Associate - OSG

Operations Support & Admin.
045434 Requisition #
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Reporting Line

  • Directly reports to the OSG Supervisor; Indirectly reports to the OSG Division Manager and designated Business Director

Primary Responsibilities     

  • Performs back office support activities to serve multiple lines of business of SGS Philippines, SGS Subic or SGS Guam, covering the key processes of:
  1. Samples receiving

  2. Order registration

  3. Reporting

  4. Invoicing


  • Undertakes all relevant training necessary to perform above-mentioned processes, and ensures achievement of OSG KPIs set following regional and group direction and expectations, including the use of IT application systems such as but not limited to:
  1. BOSS

  2. SLIM

  3. SIR

  4. Ariadne


  • Performs relevant tasks in accordance with requirements of the management system certification standards such as but not limited to ISO 17025 for laboratories and ISO 17020 for inspection operation. Complies with the requirements of the Quality Management System manual OSG in support of the company’s management system certification standards to ISO 9001 (quality), and operates OSG activities in accordance with ISO 14001:2015 (environment); ISO 50001:2011 (energy) and OHSAS 18001:2007 (health and safety).


  • Discharges his / her duties and responsibilities in accordance with the company’s HR, IT, OI, Data Security policies and procedures.


Specific Responsibilities     


  1. Coordinates with specified team members of the lines of business (LOB) for which he / she is specifically assigned to provide support tasks. Acts as back-up in case of absences and leaves of other Office Associates tasked with similar roles and responsibilities.

Ensures the following internal control measures are strictly complied, for operational efficiency.
    1. Pricelist and Framework Agreements updated on a per LOB basis, with regular review.

    2. Order Registration for new customers or update of customer endorsed to Fin- AR using Customer Registration Form

    3. Full payment upon sample submission required for all new clients

    4. Order Registration proceed only with approved PO, fully signed contract, fully approved SGS proposal, etc.

    5. Order Registration created prior to job execution, with valid exceptions allowed, i.e. re-charges, etc

    6. Report, drafted and finalized with approval by LOB designated authority, ensuring at reporting stage the related job order file is active.

    7. Report revised with approval by LOB Business Director or authorized designate

      g)   Invoice finalized based on draft ICI approved by LOB Business director or authorized designate

      h)   Invoice cancellation and reissuance based on fully approved request for Credit Memo

      i)    Release of Report and related Invoice to customers, always at the same time or instance

      j)    Confirmation of job payment and good credit standing of customers prior to release of Report and


      k)   Other control measures as applicable

  1.  Ensures proper document control and file management

  1. Job files properly labeled, segregated as active or completed, observing filing procedures for active files and for offsite storage or including creation of soft copies.

  2. Job files organized and sorted adequately for systematic retrieval

  1.  Performs other tasks as maybe required:

  1. Participates in overall BOSS team staff meetings, as well as group meetings initiated by his / her superior

  2. Participates in meetings and / or supports initiatives for Quality, Health and Safety, Energy and Environment (QHSEE) to sustain the company’s certification to management system standards.

  3. Participates in CSR programs as contribution to community; energy and environment sustainability

  4. Others, as maybe assigned from time to time.



  • Graduate of any 4-year course
  • No experience required

Required Skills

Experience/Technical Knowledge

  • Basic computer skills (MS Word, MS Excel and MS Powerpoint)
  • Must have typing/encoding skills of 45 words/min

  • Good communication and interpersonal skills.

  • Must have the SGS core competency including integrity.


  • English


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