Administrative Assistant providing administrative support to campus operations and faculty. Tasks include correspondence, purchasing, reports, and vendor relationships management.
About the role
- Administrative Assistant at Motiva focusing on administrative processes and public service. Involves supporting document management, assistance to staff, and control of operational tasks.
Responsibilities
- Monitor administrative processes, providing support to the area by preparing spreadsheets, verifying and filing documents, controlling deadlines, and locating and tracking processes and notifications.
- Provide service to the public and to company employees, taking necessary actions and making required referrals.
- Update various controls by collecting and verifying data, cross-checking and evaluating information, examining documents, identifying irregularities, verifying calculations, classifying and filing records to meet the department’s needs and to support decision-making and analysis by supervisors.
- Manage dispatch and receipt of pouches and correspondence, recording incoming and outgoing documents and information in established controls and protocols when required; sort, verify data and dates, distribute to recipients, issue documents and obtain necessary signatures.
- Manage consumable and office supplies by verifying available quantities, completing requisitions and requesting items from the responsible area; maintain and update petty cash records by entering fiscal receipts into the computerized system.
- Monitor contract expiration dates in accordance with the organization’s policies and procedures, checking for any changes to the agreed terms to protect the organization’s interests.
- Verify and post documents, registration information, forms, contracts, implementations and updates, entering information into company systems; under guidance, provide information on work-related matters based on instructions from the immediate supervisor.
- Draft and complete documents, prepare contract addenda and clause amendments, type texts and spreadsheets, update registrations, fill out forms and prepare drafts, as well as issue official letters and memoranda according to received instructions.
- Prepare reports, forms and spreadsheets by collecting information and checking indices and indicators; prepare calculation spreadsheets, organization charts and flowcharts, as well as various reports and presentations according to detailed instructions from requesters.
- Act as company representative (preposto) at hearings, with knowledge of labor and civil procedures and the ability to answer questions as required.
- Perform analysis and posting of invoices and/or documents in systems by reconciling documents and records in management systems, complying with applicable legislation and company processes and procedures, and completing required steps in these processes (SAP – registration sheet; MIGO – materials (generic); GRC – logistics monitor for materials; and foreign exchange closing).
- Oversee the scope of the cleaning contract (Base), including daily, weekly and monthly routines for circulation areas, offices, corridors, garage washing, window cleaning, cabinets, carpets, etc.; monitor contract-supplied materials such as toilet paper, hand towels and cleaning products.
- Ensure the proper functioning of the open space, offices and meeting rooms by organizing and providing for day-to-day needs.
Requirements
- Education
- Specialization
- Knowledge of office tools (e.g., MS Office)
- Languages
Benefits
- Medical and hospital assistance (health plan)
- Dental assistance
- Life insurance
- Meal or food allowance (Meal Voucher/Food Voucher)
- Transportation voucher or on-site parking
- Private pension plan
- Extended leave: maternity 180 days and paternity 20 days
- Childcare assistance
- Wellhub (Gympass)
- Birthday day off
- Profit-sharing (PLR)
- Flexible work schedule policy
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
No Education Requirement
Location requirements
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