Administrative Supervisor

Description

**Description and Responsibilities:** **Schedule:** Monday to Friday \- from 7:00 AM to 4:48 PM **Level:** Professional **Employment Type:** Permanent – CLT **Main Responsibilities** **Manaus Plant Administration** * Oversee the organization and execution of administrative routines at the Manaus plant. * Provide direct administrative support to the Plant Management team for unit-related administrative demands. * Organize schedules, meetings, appointments, visits, internal events, and institutional activities. * Control, organize, and maintain updated documents, files, spreadsheets, reports, and administrative records of the unit. * Monitor administrative pending items for the plant, performing follow-ups, forwarding requests, and providing feedback to involved departments. * Support communication between the Manaus unit and corporate departments at headquarters. * Organize information, documents, and evidence requested by internal departments, audits, inspections, or corporate requirements. * Track administrative requests, materials, documents, records, and other unit needs. * Propose improvements to local administrative routines, aiming for greater standardization, control, and efficiency. * Perform other related administrative tasks as required by the unit and under the guidance of Plant Management. **Human Resources and Payroll Department** * Locally execute HR and Payroll administrative routines for the Manaus plant, in accordance with guidelines and technical instructions from headquarters. * Support and carry out operational stages of the unit’s recruitment and selection processes, including job posting, initial resume screening, candidate contact, interview scheduling, and document organization. * Support Plant Management and headquarters’ HR in selection processes by providing necessary information, schedules, documents, and follow-up responses. * Organize and monitor the onboarding process for new employees in Manaus, ensuring proper documentation, scheduling, initial training, recordkeeping, and orientation. * Control, monitor, and verify timekeeping records for unit employees, handling preliminary inquiries, collecting justifications, and forwarding data to the Payroll Department. * Address plant employees’ questions regarding timekeeping, payroll, benefits, documents, internal procedures, and other HR/Payroll matters, seeking guidance from headquarters whenever necessary. * Collect, organize, and forward admission, periodic, registration, functional, and other employee-related documents. * Monitor deadlines, pending items, and follow-ups related to employee documents, timekeeping, admissions, onboarding, training, and HR requests. * Organize internal training sessions, attendance lists, materials, records, and participation evidence. * Support internal campaigns, communication initiatives, climate and engagement activities, events, and other HR initiatives within the unit. * Maintain physical and digital HR/Payroll files organized and up-to-date per headquarters’ guidance and internal procedures. * Support and monitor performance evaluation cycles; **Occupational Health and Safety / SESMT** * Locally execute and organize occupational health and safety administrative and operational routines at the Manaus plant, per guidance, supervision, and directives from headquarters’ Occupational Safety Technician. * Serve as the local point of contact for the Manaus unit on SESMT-related matters. * Implement in Manaus the instructions received from headquarters’ Occupational Safety Technician, keeping them informed about pending items, needs, incidents, and evidence. * Control, organize, and record the distribution of PPE, uniforms, and other occupational safety-related items. * Keep PPE distribution records, supporting documents, attendance lists, and occupational safety-related documents and records up to date. * Support and locally organize training sessions, campaigns, DDS (Daily Safety Dialogues), orientations, meetings, and other safety initiatives. * Organize and monitor CIPA-related documents, summonses, minutes, meetings, elections, training, and controls, where applicable. * Support the local organization and execution of SIPAT (Internal Occupational Health and Safety Week) and other prevention and safety campaigns. * Monitor expiration dates of training, documents, medical exams, records, and other administrative controls related to occupational safety. * Communicate safety-related orientations, campaigns, procedures, and directives to employees per instructions from the Occupational Safety Technician. * Report to headquarters information, documents, records, evidence, pending items, and needs related to occupational safety in Manaus. * Support audits, inspections, or assessments related to occupational safety by organizing requested documents and information. * Perform other occupational safety-related administrative and operational tasks at the Manaus unit, always under the technical guidance and supervision of headquarters’ SESMT. * Responsible for collecting signatures, organizing, and archiving admission-related documents for new employees in designated folders, ensuring accurate control and traceability of records. **Environment** * Locally execute and organize environmental administrative and operational routines at the Manaus plant, per guidance, supervision, and directives from headquarters’ Environmental Department. * Serve as the local point of contact for the Manaus unit on environmental matters. * Implement in Manaus the instructions received from headquarters’ Environmental Department, keeping that department informed about pending items, needs, records, and evidence. * Organize, control, and forward environmental documents from the unit. * Collect information, records, evidence, reports, controls, and documents requested by the responsible department. * Monitor routines related to waste, collection, storage, disposal, records, campaigns, and environmental controls at the unit, per headquarters’ guidance. * Organize physical and digital documents related to the plant’s environmental requirements. * Support internal campaigns, communications, orientations, and environmental awareness initiatives. * Monitor deadlines, pending items, and requests related to environmental documents, controls, and information. * Support audits, inspections, or assessments related to the environment by organizing requested documents and information. * Perform other administrative and operational environmental tasks at the Manaus unit, always under the guidance and supervision of headquarters’ Environmental Department. **Events, Internal Communication, and Management Support** * Organize internal events, campaigns, social gatherings, meetings, institutional activities, and integration initiatives for the Manaus plant. * Support Plant Management in internal communication with employees. * Provide materials, lists, summonses, records, documents, reservations, schedules, and other resources required for internal events and activities. * Support visits from suppliers, customers, auditors, headquarters’ employees, or other stakeholders. * Organize documents, presentations, rooms, resources, and materials required for meetings and events. * Support the local implementation of corporate announcements, campaigns, and internal initiatives defined by headquarters. **Requirements:** **Recommended Qualifications** **Education** Completed or ongoing undergraduate degree in Business Administration, Human Resources, People Management, Managerial Processes, or related fields. Experience Experience in administrative routines, employee support, document control, management support, Human Resources, Payroll, or administrative routines in an industrial unit. **Advantages** * Experience in an industrial environment. * Experience with timekeeping control. * Support for recruitment and selection processes. * Experience organizing onboarding and training. * PPE and uniform control. * Support for CIPA, SIPAT, and safety campaigns. * Organization of environmental documents. * Interface with headquarters or corporate departments. Required Knowledge * Administrative routines. * Basic knowledge of Human Resources. * Basic knowledge of Payroll. * Timekeeping control. * Document organization. * Microsoft Office suite, especially Excel, Word, and Outlook. * Basic knowledge of occupational safety. * Basic knowledge of environmental routines. * Internal communication and employee support. **Behavioral Competencies** * Organization. * Pro\-activeness. * Sense of responsibility. * Strong communication skills. * Discretion and confidentiality. * Prioritization ability. * Attention to detail. * Interpersonal relationship skills. * Professional maturity. * Ability to collaborate across multiple departments. * Commitment to deadlines and procedures. * Collaborative attitude. * Execution and follow-up capability for pending items. **Benefits:** Medical assistance, Dental assistance, Parking, Workplace gymnastics, On-site meals, Meal allowance, Transportation allowance