Admin Assistant (with Logistics and Invoicing 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