Primary Responsibilities
The QMS Administrative Assistant will be responsible for providing assistance in laboratory administration team with a strong focus on QM topics and administrative processes.
Specific Responsibilities
- At all times, comply with SGS Code of Integrity and Professional Conduct
- Provides assistance in administration and function of QMS software and LIMS systems involving the following:
- Adding and updating the employee database in the QMS system
- Adding and updating training records specific to employee levels and according to their job title in QMS
- Assist in document management process – monitor timelines, track document status, follow up on notifications.
- Extract reports – CAPA (including repeats), customer feedback, audits actions, training records,
- Extract reports from LIMS, as applicable, for KPI governance.
- Assist in scheduling audits, critical equipment calibrations.
- Assist in extracting data for management review reports and tasks’ follow-up.
- Assist in data collection for method validation.
- Maintaining database for critical suppliers and providers
- Provide administrative support to the Quality team on ad hoc projects, as needed.
- Assist in equipment delivery reporting/documentation
- Ensures work area in GBS is kept clean and presentable at all times.
- Remains familiar with SGS quality assurance procedures.
- Complies to all SGS QHSE and HR policies and procedures.
Profile
- Education: Diploma or Associate Degree in Business Administration or related field (or equivalent experience).
- Experience:
- 1–3 years in administrative support, preferably in a quality or compliance environment.
- Familiarity with QMS software, LIMS system is an asset.
Required Skills
- English (spoken and written) language skills: C1 Proficiency required
- Preferred knowledge in the understanding of ISO 17025
- Experience with key Quality Managements system processes (e.g. document control record keeping, inventory management etc.)
- Proficient in MS Office Suite and comfortable with digital systems.
- Ability to manage multiple tasks and meet deadlines.
- Must be highly organized and able to work effectively and efficiently in a demanding environment with frequently changing priorities.
- High level of integrity and sense of responsibility.
- Effective communication and collaboration skills in remote and multidisciplinary environments.
- Ability to work independently.
Hybrid work arrangement may differ depending on affiliate country, should be amenable to be onsite for 2 to 6 months.