Administrative Assistant

Description

Job Summary: Ensures the flow of financial information and logistics of supplies, acting as the liaison between the construction site and the central finance department. Key Highlights: 1. Management of fiscal and financial documents, and payment verification. 2. Construction site logistics, including mobilization and meal management. 3. Administrative supply control and material requisitions. **Strategic Objective:** Ensure the flow of financial information and supply logistics for work fronts, acting as the liaison between the construction site and the central finance department. **1\. Main Responsibilities** **Fiscal and Financial Document Management:** * **Invoice Entry:** Enter invoices for materials and services into the system, ensuring data accuracy for accounts payable processing. * **Payment Verification:** Daily validation of executed payments and reconciliation with the next day’s payment plan to prevent cash flow disruptions. * **Cafeteria Closure:** Audit and close weekly cafeteria measurements from contracted providers, cross-checking against attendance lists or vouchers. **Construction Site and Subsistence Logistics:** * **Mobilization for New Projects:** Obtain quotations and reserve hotels/accommodations for technical and operational teams. * **Meal Management:** Plan and coordinate delivery logistics for boxed meals to construction sites in early stages or lacking internal infrastructure. **Administrative Supplies:** * **Support Purchasing:** Manage inventory and place orders for office stationery and cleaning supplies for the headquarters office and on-site administrative containers. **2\. Academic Qualifications:** * Bachelor’s degree (in progress or completed) in Accounting, Business Administration, or Financial Management. * Computer Skills: Proficiency in Microsoft Office Suite, with emphasis on intermediate Excel (ability to create and maintain cost control spreadsheets and project closing reports). * Preferred: Prior experience with ERP systems (e.g., Totvs, SAP, Sienge, or similar systems used in civil construction) and a basic fiscal documentation course. **3\. Technical and Behavioral Competencies** * **Basic Financial Mathematics:** Accuracy in calculations for closing reports and verifications. * **ERP/System Proficiency:** Efficiency in data entry and report generation. * **Sense of Urgency:** Ability to prioritize meal reservations and supply orders to avoid halting work fronts. * **Process Organization:** Strict adherence to weekly closing schedules. **4\. Experience Requirements** * Prior experience in engineering firms, civil construction companies, or service providers is preferred, due to familiarity with technical terminology and site dynamics. Compensation: R$2\.415,00 per month Benefits: * Life insurance * Meal allowance * Food voucher Work Location: On-site