Laboratory Admin Supervisor

**Company Description**
We are SGS - the world’s leading testing, inspection and certification company. We are recognized as the global benchmark for quality and integrity. Our 93,000 employees operate a network of 2,600 offices and laboratories, working together to enable a better, safer and more interconnected world.
In Middle East, SGS is operating since 1980 supporting diversified industries including oil & gas, power & utilities, transportation, infrastructure, and export / industrial manufacturing.
**Job Description** PRIMARY RESPONSIBILITIES**

**Technologies and tools used include**:

- Proposal and invoice issuance tools
- Documentation management systems
- Internal systems for tracking, reporting, and operational tasks

**REPORTING LINE**
The **Laboratory Admin Supervisor** will report directly to the Admin Executive with functional oversight from the Senior Manager.

**SPECIFIC RESPONSIBILITIES**
- ** Review and issue invoices**: Oversee the review, issuance, and processing of invoices to ensure accuracy and timely submission.
- ** Review and issue offers**: Collaborate with internal teams to prepare and issue proposals and offers, ensuring alignment with client requirements and operational needs.
- ** Manage payment confirmation and collection**: Ensure payment collection is on track by confirming payments and following up on pending dues.
- ** Oversee procurement and order delivery**: Manage procurement activities, including ensuring timely order delivery and proper documentation.
- ** Employee management**: Supervise administrative team members, manage their schedules, and ensure that tasks are completed on time.
- ** Coordinate travel and sample collection**: Oversee travel arrangements for employees and coordinate sample collection for laboratory analysis.
- ** Documentation management**: Maintain accurate and up-to-date records for invoices, proposals, offers, sample collection schedules, and laboratory operations.
- ** Collaborate with internal teams**: Work closely with finance, operations, and laboratory teams to ensure smooth workflow and successful project execution.
- ** Assist in revenue tracking**: Provide support in tracking laboratory-related revenues and assist in generating weekly and monthly revenue summaries.
- ** Quality assurance support**: Ensure all administrative processes comply with SGS QHSE standards and company policies.

**QHSE RESPONSIBILITIES**
- Adhere to SGS QHSE policies and procedures, actively participating in safety meetings and required training.
- Ensure safety protocols are maintained during sample collection, processing, and administrative tasks.
- Respond appropriately to emergencies and ensure preparedness within the workplace.
- Ensure proper waste disposal in compliance with SGS regulations.

**Qualifications** PROFILE**
- At least 2 years of experience in a supervisory or administrative role with a focus on invoicing, proposal preparation, procurement, and documentation.
- Strong organizational and leadership skills with the ability to manage multiple tasks efficiently.
- Proven experience in managing employee schedules, travel arrangements, and overseeing administrative processes.
- Ability to work independently and lead a team with a proactive approach to problem-solving.
- Excellent communication skills, both written and verbal, for interaction with internal and external stakeholders.

**REQUIRED SKILLS**
- Experience with administrative roles in laboratory or similar settings.
- Knowledge of invoicing, proposal issuance, procurement, employee management, and sample collection coordination.
- Proficiency in office software (e.g., MS Excel, Word) and internal systems for documentation, invoicing, and procurement.
- Familiarity with accounting or invoicing systems such as Oracle or BOSS would be an advantage.
- Strong organizational skills and the ability to handle multiple responsibilities simultaneously.
- Knowledge of internal compliance requirements for invoicing, documentation, and auditing processes.

**RELATIONSHIPS**
- Collaborate with internal teams across departments to ensure seamless operations.
- Maintain strong communication with finance, procurement, operations, and laboratory teams to meet invoicing, procurement, and sample collection requirements.
- Assist with generating monthly and weekly reports on laboratory operations for senior management.

**LANGUAGE**
- Proficient in English, both written and spoken, to ensure clear communication with internal teams and external clients.

**Additional Information**
All personal information will be handled with the utmost confidentiality in accordance with SGS guidelines and company privacy policies.