Data Solutions Associate

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.

• Order management
• Create and manage client invoices (outgoing invoicing) in SAP System - Invoicing SCS Pallet business (RCA-business) 
• Review, process, and administer incoming invoices
• Communicate with stakeholders in Hamburg and Katowice 
• Maintain and update internal databases and systems, e.g., customer master data creation, order entry 
• Provide general administrative support to the team 
• Assist with document handling and filing 
• Ensures the correct and timely checking of technical and financial documents and the immediate sending of feedback to parties concerned.
• Vendor creation with SharePoint and communication with the vendor to get the necessary data. Ordering office supplies, other Punch out materials, as well as non-listed materials, and consumables. Internal communication with the team in Katowice
• Processing of orders, follow-ups, and routines
• Accurately and efficiently encodes in the database the pertinent details of technical and financial documents received from affiliates using applicable data entry tools.
• Efficiently distributes nominations to executing affiliates and monitors their confirmation.
• Ensures the correct and timely checking/monitoring of vessels in port traffic.
• Assists the affiliates in the resolution of their queries or concerns regarding input and output data of a report or document.
• Checks draft inspection reports and invoices for erroneous entries or omissions with reference to the strict provisions and guidelines required by the clients.
• Accurately and efficiently encodes in the database the details of job orders and invoices received from global sales hubs.
• Identifies and investigates the reasons for non-payment of invoices and decides on the course of action to resolve the issues.
• Captures the prospect incoming vessel in port destination and create record using designed system.
• Regularly prepares and submits statistical reports to clients.
• Maintains the integrity of the contents of database necessary for credible statistical reports.
• Gives feedback to concerned parties for any review findings – gives idea and recommends corrections or revisions to a document.
• Follows up affiliates the preparation or submission of documents required to bill clients.
• Attends and participates in team and company meetings.
• Provides suggestions on process improvements.
• Reports to Management any breach of integrity, solicitation for, or offer of, an improper payment or advantage coming to his/her knowledge.
• Performs other duties as may be assigned by Operations Manager to achieve operations efficiency. Examples of other tasks are as follows: to supervise or Member of Special Projects or Work Group

• Commercial or administrative background (e.g., office clerk, administrative assistant, etc.)
• Proven experience in an office or administrative role, ideally in finance or HR support 
• Solid understanding of invoice processing and general accounting workflows 

Skill assessment - Tools: 

• Outlook, MS Office,SAP, Oracle,iProc, Share Point
• Proven experience in an office or administrative role, ideally in finance or HR support 
• Solid understanding of invoice processing and general accounting workflows 

• Willing to be assigned in Alabang
• Hybrid Set up (Dayshift/Midshift - Flexible) with a possibility of reporting daily onsite in the future