Overview
Admin Coordinator (On-Site) Jobs in Makati, National Capital Region, Philippines at SGS
Title: Admin Coordinator (On-Site)
Company: SGS
Location: Makati, National Capital Region, Philippines
Company DescriptionSGS is the world’s leading inspection, verification, testing and certification company. SGS is recognized as the global benchmark for quality and integrity. SGS operates a network of over 2,000 offices and laboratories around the world.
Job DescriptionPRIMARY RESPONSIBILITIES
Responsible for over-all coordination of the certification process of client companies in support to the division in the area of documents, materials, package and invoice preparation and file/database maintenance.
Specific Responsibilities
AUDIT SCHEDULING
Sends & follow-up audit schedule to the client 3 months in advance following Knowledge GSP/GPP and the ISO 17021
Audit schedule is already firmed up 3 months prior audit execution.
Zero movement on the confirmed schedule without valid reason
AUDIT ITINERARY
Sends audit itinerary to the client at least 2 weeks prior audit execution
Audit itinerary is compliant with Knowledge policy
AUDIT LOGISTICS
Coordinates and make the necessary arrangements (flight booking, transportation, & other travel requirements for on-site jobs)
Audit logistics should be made clear & coordinated in a timely manner
Coordinates with the auditor their confirmed schedule, including the presence of Technical Expert and/ or Observers/ Auditor-under-supervision during the conduct of the audit
Information should be accurate to both the auditor, the technical expert, and /or Observers
AUDIT PACKAGE PREPARATION
Prepares and transmit to the audit team the audit package following GSP/GPP for auditor’s
Correct & Complete audit package
INVOICING (in coordination with the GBS Invoicing Team)
Ensure that all billable jobs for the next 3 months are readily available in the Invoice Monitoring to identify the revenue projection for the succeeding months
Prepares & sends audit invoice to the client during the 1st week of each month with clear emphasis that collection shall be made during the 1st day of the audit
Payment shall be received from the client 100% during the first day of the audit
DSO is achieved.
Reimbursable expenses shall be invoiced after the audit and apply 10% administrative fee following new rule of FIN-DIV.
100% invoicing of reimbursable expenses shall be made within the month
Collate, prepare and submit the weekly and monthly revenue reports including revenue accruals, deferrals and expenses
Timely and accurate reporting
AUDIT PACKAGE CHECKING
Follow-up with relevant auditor and checks completeness of the audit package 1 week after the conduct of the audit and submits the same for technical review (if applicable)
On time submission and complete audit packages
AUDIT CERTIFICATE PREPARATION AND ISSUANCE
Prepares Certificate following GSPP/GPP for approval of the Division Manager. Issuance of certificate shall only takes place once client is confirmed paid on all services provided by SGS Kn.
Issuance of Certificate shall not exceed 2 months from the last day of full compliance of the client in the certification process.
REGULAR DUTIES
Identify and plan all activities – audits, and any other activities, that are due for scheduling across all sectors of Knowledge Solutions
Send audit schedule notifications 90 days in advance, and confirmed within 45 days before the actual audit date
Collaborate with the entire Kn key personnel to ensure that the YTD revenue is …
