ADMINISTRATIVE ASSISTANT - (Copy)

Description

Job Summary: Professional to provide administrative support across various areas, including human resources, finance, and logistics, performing operational and financial tasks. Key Highlights: 1. Multifunctional administrative support 2. Document and equipment management 3. Financial and procurement support SUMMARY DESCRIPTION: * Receive documents and equipment, forward them to respective departments, provide support in administrative areas involving human resources, finance, logistics, technical departments, and others; provide appropriate information about the area being supported; comply with necessary procedures for task execution; conduct procurement needs assessment for the unit (e.g., food, hygiene and cleaning supplies, etc.), carry out purchases, and stay updated. * Perform tasks related to administrative assistance for the company’s financial resources, keeping the department manager informed of sectoral needs and demands. DETAILED DESCRIPTION: * Receive and verify invoices, send bills and bank slips, and maintain documentation in order; * Receive and forward documents and equipment to their respective departments; * Follow up on shipping forms and customer invoices when not received; * Receive and file documents related to the area of responsibility; * Prepare reports and documentation upon request by supervisors; * Answer internal and external phone calls; * Be proficient in systems and\-mail, WhatsApp, Digisac, etc.. * Provide services to multiple departments as needed; * Maintain equipment and computers through preventive actions; * Relay departmental information to the manager to assist with processes; * Collect signatures on documents; * Coordinate with freight carriers regarding equipment distribution and collection; * Dispatch equipment, submit billing requests, receive equipment, and track each process; * Scan invoices, verify registration data, create service orders (O.S.) in the system, enter O.S. information into the system, print and forward to technicians, prepare priority and chronological lists of devices; * Verify all statuses: Approved Quotations, Approved Quotations Requiring Technical Review, and other departmental statuses; * Check accessories arriving with equipment, print invoices and labels, certificates, pack boxes, schedule and record pickup numbers; register: invoice number and device serial number; * Verify and confirm whether equipment may or may not be used in commercial operations; * Handle and move equipment; * Update billing request status in the Gestão Clic system; * Send bank slips and invoices (NFs) to customers; * Guide and propose scheduled appointments to customers; * Open help desk tickets via Digisac; * Manage inventory of parts received from procurement and factory warranty parts; * Ship parts monthly; * Assess maintenance needs at the unit, inform the manager, obtain appropriate quotations, and identify service providers to resolve requirements; * Conduct procurement needs assessment for the unit (e.g., food, hygiene and cleaning supplies, etc.), and perform purchases; * Other related duties; * Assist peers and managers with operational functions as required; * Achieve job-specific objectives and targets (if applicable); * Comply with quality, safety, hygiene, and health technical standards and procedures; keep the workplace clean and organized; * Adhere to company internal regulations, standards, and procedures.