Certification Back Office Specialist

This role involves providing operational support activities specific to the Certification operations back-office.

The ideal candidate is keen on learning and self-growth and demonstrates good communication skills, curiosity, adaptability and flexibility.

Responsibilities and main activities:

• Operation of Certification Division-specific applications;
• Conversion of won contracts into monthly planning of certification, re-certification, surveillance, special, and follow-up audits;
• Receipt of audit requests from the BV network and their management, as well as preparation of audit requests to the BV network on behalf of BV Austria;
• Monitoring of audit completion and client satisfaction levels, in accordance with CER MS requirements and accredited procedures;
• Monitoring of non-conformities issued during audits, their closure status, and auditor performance regarding conducted audits, including the number of audits without non-conformities and the average number of non-conformities issued relative to the number of audits performed;
• Liaison with collaborating (non-exclusive) auditors from the moment of contract execution through receipt of audit reports/performance sheets/invoices/related documents;
• Preparation and transmission of the audit pack to each auditor, together with the previous audit report or documents requested from clients, necessary for the audit team (organizational charts, system documentation, various records, etc.);
• Issuance of certificates after certification files have been validated by LTM/CER Coordinator or ICC (India, etc.), their registration in specific applications, and transmission for signature to CER Coordinator;
• Transmission of issued certificates to clients;
• Transmission of information for invoice issuance to BV clients, with verification of the accuracy of expenses submitted by subcontractors;
• Receipt of certification/re-certification/surveillance audit reports, their administrative verification, and transmission of the technical file package to LTM/Deputy (as applicable) for validation;
• Archiving of technical files and certification/re-certification/surveillance audit reports, as well as internally validated ones, ensuring their transmission to the client;
• Recording of non-conformities issued for all audit reports (certification/re-certification/surveillance), ensuring their resolution with the client and the auditor who issued them.
• Preparation of monthly reports and financial analyses
• Coordination with accounting and area finance departments
• Ensures the correct delivery of results and prepares reports at the request of management, according to the agreed terms.
• Enters and manages the data/offers/contracts in the CRM (Salesforce) system, ensuring the system is up to date.
• Carrys out the operation/validation/data processing activity in accordance with the internal work procedures.
• Follows the development of the offers from the point of view of the issuance and traceability of the documents related to the signed contracts.

Professional requirements:

• Bachelor’s degree in business administration, Marketing, Sustainability, Environmental Management, or a related field.

• Very good written and verbal communication skills.
• Good organizational and multitasking abilities with high attention to detail.
• Good computer skills (Word, Excel, Outlook, PowerPoint);
• Attention to details.
• Willingness to learn.

Competencies profile:

• Customer orientation.
• Organization and punctuality.
• Social skills and teamwork.
• Communication and interpersonal relationship skills.
• Capacity to adapt to a complex and dynamic environment, perseverance.

***

• Direct Reporting line: Certification Coordinator
• Entity: Bureau Veritas Austria
• Workplace: Vienna, Austria
• Scope of work: 40 hours per week.

* Depending on qualifications and experience, the position is remunerated with a gross annual salary of approximately €39,000 - €56,000 (based on 40 hours per week).