Admin Assistant (with Logistics Experience)

Back-office execution role supporting TFS Switzerland operations. The position owns rules-based processing documentation certification handling and trade follow-up. Customer-facing relationship management and commercial activities are retained by SGS Switzerland.

Primary Responsibilities

• Processing of inspection requests including review of accuracy and completeness of Requests for Inspections
• Back-office execution of the registration and licensing process
• Ensuring CoC issuance amendments and replacement as per country standards
• Acting as back-office interface between SGS Switzerland and the trade for case execution
• Ensuring processing quality timeliness and adherence to agreed service levels

Specific Responsibilities

• Ensuring SR registration and when applicable creating hard files with relevant documents
• Validating external parties in the Operations system
• Transmitting relevant contractual documents to the Certification Center (CC) for processing
• Receiving Conformity Assessment Instructions from CC and acting upon them
• Requesting quality and transaction documents from exporters/producers as instructed by CC
• Generating invoices following up with exporters for payment and registering payments
• Contacting the trade for resolution of discrepancies and requests for additional information (client follow-up)
• Monitoring and resolving Blocking Actions under TC/SA role; following up for missing information; ensuring timeliness of certificate issuance (first-level escalation)
• Following up with LO / exporter for importer / authority acceptance in case of discrepancies
• Coordinating CoC issuance; where printing on security paper and physical delivery is required liaising with the Switzerland office (physical step remains local)
• Monitoring of inspection execution sampling and testing when applicable
• Entering and managing orders in group-sanctioned systems; managing documents and communication in group-sanctioned tools
• Preparing regular job status reports for the Switzerland operation
• Complying with QMS procedures IVP rules and Country Instructions; assisting in QMS maintenance
• Handling day-to-day operations in a timely complete and proper manner

Qualifications :

• University degree or equivalent professional qualification (min. 3 years relevant sector/company experience)
• Minimum 2 years experience in trade / import-export back-office operations
• Experience in SGS TFS services is an advantage
• Fluent English (working language with the Switzerland team); German an advantage
• Strong attention to detail and accuracy in document and data processing
• Proficiency with operational systems (LIMS and group-sanctioned order/document tools)

Remote Work :

No

Employment Type :

Full-time

Experience: years
Vacancy: 1