Administrative supervisorSGS
Workplace: MetroManila, Manila, Makati
Salary: Agreement
Work form: Full time
Posting Date: 07/11/2025
Deadline: 30/11/2020
Company Description
SGS is the world's leading inspection, verification, testing and certification company. SGS is recognized as the global benchmark for quality and integrity. With more than 95,000 employees, SGS operates a network of over 2,000 offices and laboratories around the world.
Job Description
Primary Responsibilities
Responsible for the day-to-day office administration of the department including document control. This position reports to the Division Manager, supervises the support staff and coordinates with auditors, industry experts, affiliated certification bodies and client companies.
Specific Responsibilities
Maintains documentation of department's compliance with accreditation and subcontracting requirements.
Schedules and monitors conduct of pre-assessment, main assessment, and surveillance audits of client companies in coordination with the lead auditors.
Properly schedule auditors based on appropriate Product Qualification, Industry Qualification, location and number of man/days required
Audit schedule notification provided to client companies at least 3 months in advance, and firmed up 2 months prior audit execution
Zero movement on the confirmed schedule without valid reason
Send out audit schedule every week for information of all concerned
Responds to clients on reasons for the movements and change of schedules
Ensure surveillance schedules are done as per required Global Procedure, and advised the client at least 3 months in advance
Ensure close-out visits are done as per the required time frame, taking into consideration the major CAR closure, and other on-site closure
Suspension, cancellation and withdrawal of client companies' certificate is advised to the Admin staff if audit schedule is not attained with the required time frame
Encode all audit schedules in Certnet for all the audits conducted
Coordinates with the project coordinator on the schedules of training for continuous professional development and acquisition of competency of auditors.
Prepares certificates and registration requirements to ensure efficient processing of client data.
Oversees invoice preparation and collection of payment from client companies.
Monitors the development of in-house pool of auditors.
Coordinates with other Project Coordinators on their project's administrative and logistical needs (e.g. manpower support, etc.)
Controls all documents identified for control in the quality system to ensure compliance to the requirements of the standard.
Performs various supervisory and administrative duties which include recommendations on hiring, development, discipline and firing of staff member.
Performs other related duties as may be assigned either in support of departmental goal or for his/her personal or professional training, education or development as programmed by his/her immediate superior.
Certnet Super User:
Ensure completeness of records / data in CertNet for the audits conducted by CBE Philippines
Encode all visits assigned, conducted and CAR's in CertNet for proper management of all audits
Download required operational reports monthly to be submitted to Division Manager/ Certification Manager for review of all required actions
Ensure visits are conducted as per the Due Visits reports
Train all new users of CertNet on proper usage and maintenance of CertNet
Liaise with CertNet Helpdesk on any inquiries or issues as regards the use of CertNet, and new modules, trainings to be conducted; new forms / templates required and any other issues needed to be resolved
Liaise with PH IT as regards proper maintenance of CertNet and other CBE database
Other Duties Assigned from Time to Time
Any other duties as deemed necessary by the Division Manager, such as audit of Second-Party for clients like Unilever, etc.
Preparation, maintenance of CBE database such as KPI monitoring, revenue monitoring, MLIP, etc.
Assists in the achievement of the Divisional goals and objectives
Complies with the Quality, Health and Safety, Environment and Energy (QHSEE) policies and supporting objectives including, but not limited to:
Demonstrates strong commitment to SGS QHSEE policies, procedures and work instructions by actively participating in meetings, projects and events, completes required training, intervenes in unsafe situations, refuses unsafe work, and complies fully with all applicable laws and regulations related to HSEE
Responds appropriately and immediately to emergency situations and assists other staff members in maintaining readiness to respond to emergencies within the workplace
Disposes or directs the disposal of waste generated as a part of daily work performed in a safe manner and in compliance with the disposal regulations and requirements, and in accordance with SGS Environmental Management System requirements
Reports all incidents, including near misses and hazards, that may affect the achievement of QHSEE objectives in accordance with SGS Incident Reporting and Management requirements
Efficiently uses all equipment, including safety equipment, and company owned property in the manner intended and reports any damaged / lost equipment to immediate superior
Maintains a safe and tidy worksite according to the organization's 5S program and guidelines
Maintains awareness of the safety and health related hazards and environmental aspects and proposes action plans to control the risks to immediate superior or QHSEE Coordinators
Actively participates in incident investigations and risk assessments as deemed necessary by SGS management
Fulfills the requirements needed in the success of the QHSEE Management System
Recognizes the potential consequences of not following the established policies, procedures, and guidelines, including not fulfilling the organization's compliance obligations
Qualifications
Profile
Degree holder of any 4-year course, preferably business management
Required Skills
Experience/Technical Knowledge
5-7 years related experience or 3-4 years supervisory experience
Language
Fluent in English (both written and verbal)
Computer skills, communication skills
Core competencies, People Development, Entrepreneurial Skills, Organizational Sensitivity, Analysis/ Problem Assessment and Planning & Organizing/ Work Management
Additional Information
null
SmartRecruiters
SGS is the world's leading inspection, verification, testing and certification company. SGS is recognized as the global benchmark for quality and integrity. With more than 95,000 employees, SGS operates a network of over 2,000 offices and laboratories around the world.
Job Description
Primary Responsibilities
Responsible for the day-to-day office administration of the department including document control. This position reports to the Division Manager, supervises the support staff and coordinates with auditors, industry experts, affiliated certification bodies and client companies.
Specific Responsibilities
Maintains documentation of department's compliance with accreditation and subcontracting requirements.
Schedules and monitors conduct of pre-assessment, main assessment, and surveillance audits of client companies in coordination with the lead auditors.
Properly schedule auditors based on appropriate Product Qualification, Industry Qualification, location and number of man/days required
Audit schedule notification provided to client companies at least 3 months in advance, and firmed up 2 months prior audit execution
Zero movement on the confirmed schedule without valid reason
Send out audit schedule every week for information of all concerned
Responds to clients on reasons for the movements and change of schedules
Ensure surveillance schedules are done as per required Global Procedure, and advised the client at least 3 months in advance
Ensure close-out visits are done as per the required time frame, taking into consideration the major CAR closure, and other on-site closure
Suspension, cancellation and withdrawal of client companies' certificate is advised to the Admin staff if audit schedule is not attained with the required time frame
Encode all audit schedules in Certnet for all the audits conducted
Coordinates with the project coordinator on the schedules of training for continuous professional development and acquisition of competency of auditors.
Prepares certificates and registration requirements to ensure efficient processing of client data.
Oversees invoice preparation and collection of payment from client companies.
Monitors the development of in-house pool of auditors.
Coordinates with other Project Coordinators on their project's administrative and logistical needs (e.g. manpower support, etc.)
Controls all documents identified for control in the quality system to ensure compliance to the requirements of the standard.
Performs various supervisory and administrative duties which include recommendations on hiring, development, discipline and firing of staff member.
Performs other related duties as may be assigned either in support of departmental goal or for his/her personal or professional training, education or development as programmed by his/her immediate superior.
Certnet Super User:
Ensure completeness of records / data in CertNet for the audits conducted by CBE Philippines
Encode all visits assigned, conducted and CAR's in CertNet for proper management of all audits
Download required operational reports monthly to be submitted to Division Manager/ Certification Manager for review of all required actions
Ensure visits are conducted as per the Due Visits reports
Train all new users of CertNet on proper usage and maintenance of CertNet
Liaise with CertNet Helpdesk on any inquiries or issues as regards the use of CertNet, and new modules, trainings to be conducted; new forms / templates required and any other issues needed to be resolved
Liaise with PH IT as regards proper maintenance of CertNet and other CBE database
Other Duties Assigned from Time to Time
Any other duties as deemed necessary by the Division Manager, such as audit of Second-Party for clients like Unilever, etc.
Preparation, maintenance of CBE database such as KPI monitoring, revenue monitoring, MLIP, etc.
Assists in the achievement of the Divisional goals and objectives
Complies with the Quality, Health and Safety, Environment and Energy (QHSEE) policies and supporting objectives including, but not limited to:
Demonstrates strong commitment to SGS QHSEE policies, procedures and work instructions by actively participating in meetings, projects and events, completes required training, intervenes in unsafe situations, refuses unsafe work, and complies fully with all applicable laws and regulations related to HSEE
Responds appropriately and immediately to emergency situations and assists other staff members in maintaining readiness to respond to emergencies within the workplace
Disposes or directs the disposal of waste generated as a part of daily work performed in a safe manner and in compliance with the disposal regulations and requirements, and in accordance with SGS Environmental Management System requirements
Reports all incidents, including near misses and hazards, that may affect the achievement of QHSEE objectives in accordance with SGS Incident Reporting and Management requirements
Efficiently uses all equipment, including safety equipment, and company owned property in the manner intended and reports any damaged / lost equipment to immediate superior
Maintains a safe and tidy worksite according to the organization's 5S program and guidelines
Maintains awareness of the safety and health related hazards and environmental aspects and proposes action plans to control the risks to immediate superior or QHSEE Coordinators
Actively participates in incident investigations and risk assessments as deemed necessary by SGS management
Fulfills the requirements needed in the success of the QHSEE Management System
Recognizes the potential consequences of not following the established policies, procedures, and guidelines, including not fulfilling the organization's compliance obligations
Qualifications
Profile
Degree holder of any 4-year course, preferably business management
Required Skills
Experience/Technical Knowledge
5-7 years related experience or 3-4 years supervisory experience
Language
Fluent in English (both written and verbal)
Computer skills, communication skills
Core competencies, People Development, Entrepreneurial Skills, Organizational Sensitivity, Analysis/ Problem Assessment and Planning & Organizing/ Work Management
Additional Information
null
SmartRecruiters
Other Info
Makati City, Metro Manila
Permanent
Full-time
Permanent
Full-time
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Makati City, Metro Manila
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