Administrative Assistant I - PCD candidates preferred

Description

Job Summary: Responsible for providing administrative support to the local Facilities team in administrative tasks, contract management, documentation, recordkeeping, asset management, and licensing. Key Highlights: 1. Administrative support to the Facilities team 2. Management of third-party contracts and assets 3. Organization and control of documentation and archives Description: * Completed High School education; * Proficiency in Microsoft Office (at least intermediate level); * Driver's license Category B preferred. Skills: * Dynamism; * + Proactive; + Articulate; + Good communication. Responsible for providing administrative support to the local Facilities team regarding documentation, records, registrations, and licenses related to company real estate and assets. Also responsible for managing third-party contracts, such as cleaning, security, construction, and maintenance services. Tasks include recording measurements, issuing invoices, monitoring contract balances, budgeting for the department, supporting incident ticket resolution, timekeeping administration, managing the central archive, handling external procurement services, and conducting property inspections. * Organize, distribute, control, and archive physical and electronic documentation for the department, ensuring compliance with established routines and processes. * + Ensure adherence to departmental and corporate policies, standards, and procedures. + Enter and maintain up-to-date information in systems used by the department. + Support preparation of presentations, spreadsheets, and managerial reports. + Manage the company's central archive, including organization, digitization, control, storage, and document retrieval. + Perform digitization of documents and physical files, ensuring correct indexing and electronic archiving. + Respond to requests related to document search, storage, consultation, and movement. + Perform external tasks, such as visiting notary offices, post offices, and handling other administrative demands. * Provide administrative support to the Personal Assistants (PAs) team in activities including travel scheduling, timekeeping administration, vendor payments, and incident ticket resolution. * + Support and monitor taxes and fees related to company real estate. + Support and monitor lease agreements and service provision contracts. + Track and update information in the Próton system. + Maintain updated records of assets, equipment, and building infrastructure. + Monitor protocol, postal, and internal mail processes. + Support management of service providers, including access control, mandatory documentation, and compliance with internal regulations. + Develop and maintain departmental indicators, controls, and reports. + Support audits, inspections, and internal requests related to infrastructure and facilities. 251219020255666244