Operations Executive - Sample Management, Dangerous Goods

Job Description

Executes day-to-day sample management and dangerous goods handling activities to ensure samples and shipments are received, identified, stored, packed, documented, dispatched, tracked, and disposed of safely and in compliance with approved procedures and applicable requirements. The role supports operational efficiency, service quality, inventory accuracy, regulatory documentation, customer coordination, incident prevention, and continuous improvement. The Operation Executive is responsible for accurate execution, timely escalation, proper recordkeeping, and maintaining a safe and orderly workplace under the direction of the Section Head, Operations Manager or Department Manager.

Operations Execution

• Coordinate daily sample receipt, registration, labelling, storage, retrieval, transfer, dispatch, return, and disposal activities.
• Perform dangerous goods classification support, packaging, marking, labelling, and shipment preparation in accordance with approved procedures and competency authorisation.
• Plan daily work priorities and coordinate collections, deliveries, couriers, laboratories, customers, and relevant internal teams.
• Monitor turnaround time, pending items, storage capacity, service issues, and operational KPIs; escalate delays or risks promptly.
• Maintain good housekeeping, proper segregation, suitable storage conditions, and readiness of operational areas and equipment.

Compliance and Safety

• Follow applicable IATA, IMDG, ADR, OSHA and local requirements, together with company safety, quality, security, and ethics standards.
• Verify that packaging, labels, marks, documents, and handling controls are complete and appropriate before samples or dangerous goods are released.
• Conduct routine workplace checks, report unsafe conditions, near misses, incidents, damaged packages, spills, and non-conformities, and support corrective actions.
• Use required personal protective equipment and ensure emergency equipment and spill-response materials are available and serviceable.

Sample Control and Traceability

• Maintain accurate sample and inventory records in the designated system, including location, quantity, condition, chain of custody, movement, retention, and disposal status.
• Reconcile physical inventory against system records and investigate discrepancies.
• Protect sample integrity, identification, confidentiality, and traceability throughout the handling process.

Documentation and Customer Coordination

• Prepare and check operational and shipping documents, including Safety Data Sheets, Dangerous Goods Declarations, airway bill information, manifests, checklists, and handover records, where authorised.
• Maintain complete records for internal review, audits, customer enquiries, and regulatory inspections.
• Provide timely updates to customers and internal stakeholders on sample status, shipment progress, documentation gaps, and service issues.
• Respond professionally to routine operational enquiries and escalate technical, regulatory, or commercial matters beyond the role authority.

Quality and Continuous Improvement

• Follow standard operating procedures and quality controls, and support internal audits, inspections, investigations, and management reviews.
• Identify recurring operational gaps and propose practical improvements to safety, productivity, traceability, turnaround time, and customer service.
• Support implementation of corrective and preventive actions and verify completion of assigned actions.
• Share operational knowledge and provide task guidance to new or less-experienced team members when assigned.
• Adherence to applicable Quality Management System by exercising necessary standard and process when carry out your responsibilities in executing, fulfilling, and always ensuring the compliance of the QMS and is fully implemented in accordance with relevant standard requirements, ISO 17025, ISO 17020, etc (where applicable).
• Adherence to SGS Health, Safety and Environment (HSE) Policy by uphold a good safety behavior and exercising necessary standard and process when always carry out your responsibilities to ensure compliance to the HSE requirements.
• Perform any other responsibilities as assigned by your reporting manager and/or Senior Management.

Qualifications

• Diploma or degree in Logistics, Chemistry, Environmental Science, Engineering, Supply Chain, or a related discipline; relevant operational experience may be considered.
• Minimum 2 years of experience in sample management, logistics, warehouse operations, laboratory support, or hazardous materials handling.
• Valid dangerous goods training or certification relevant to assigned transport modes and duties is required or must be obtained before performing regulated tasks.
• Working knowledge of sample traceability, inventory control, packaging, labelling, Safety Data Sheets, and shipping documentation.
• Proficient in Microsoft Office and able to use inventory, laboratory, or shipment tracking systems.
• Able to work shifts, outside normal hours, and travel when operationally required.

Additional Information

• Strong attention to detail, documentation accuracy, and commitment to sample integrity and traceability.
• Able to organise daily priorities and coordinate several operational activities simultaneously.
• Able to work independently within approved procedures and escalate exceptions promptly.
• Good communication and interpersonal skills when dealing with customers, couriers, suppliers, laboratories, and internal stakeholders.
• Practical problem-solving ability and sound judgement in operational and safety matters.
• Able to work under pressure while maintaining safety, quality, and service standards.
• Team-oriented, accountable, responsive, and open to continuous improvement.
• Fluent in English and the local language.
• Applies judgement and acts in accordance with SGS standards of ethics and integrity.

Leadership Competencies

• Fosters Innovation
• Thinks Strategically
• Translates Strategy into Actions
• Influences Internally & Externally
• Develops Self and Others
• Collaborates Effectively
• Builds High-Performance Teams
• Embraces Change
• Leads in Uncertainty
• Delivers Superior Results

This position requires travelling when necessary.