QMS Administrative Assistant

Job Description

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.

Qualifications

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.

Additional Information

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.