Administrative Assistant - Reception

Description

Job Summary: Responsible for receiving customers, visitors, and suppliers; managing correspondence; handling telephone calls; and providing administrative support. Key Responsibilities: 1. Customer and visitor reception and telephone call handling 2. Room and auditorium control and reservation, pouch and correspondence management 3. Administrative support, procurement, and contract management Responsible for receiving customers, visitors, suppliers, and employees, as well as effectively controlling the inbound and outbound flow of documents via pouch and mail, ensuring proper management of company correspondence and high-quality service to the public. Telephone calls are handled and directed to relevant departments according to subject matter. * Receive and direct the public to requested departments upon prior authorization. Receive visitors, identify them, and guide them to the desired department. * Handle incoming telephone calls, screen and transfer calls to appropriate departments, clarify inquiries, and take messages. * Control and reserve rooms/auditoriums, maintaining communication with interested parties. * Receive and dispatch pouches to the branch office and other destinations; route letters, documents, and invoices to the company or executive management, as well as shipments from major supplier industries. Receive and distribute award cards; receive invoices (NFs); and receive office supplies requested by departments. * Receive and distribute correspondence to each department, register Sedex and registered mail, and verify postal billing statements. * Perform occasional typing and document verification tasks, filing and copying documentation to support other departments. * Procure medications for the Logistics, Executive Management, and Administration departments, and forward invoices (NFs) to the Accounting department. * Book airline tickets in accordance with the requesting department’s scheduled dates. * Manage service provider, customer, industry, and contractual fund contracts. * Support the HR department in RS, TD, and Endomarketing processes, and provide employee assistance. * Contribute to reducing company costs through critical analysis of operations under one’s responsibility, seeking alternatives to reduce expenses and avoid unnecessary spending. * Act as a professional aware of one’s role and responsibilities toward achieving expected excellence, ensuring one’s behavior and conduct comply with Lopes Distribuidora’s policies and procedures.