Administrative Assistant

Description

Job Summary: We are seeking an Administrative Assistant to provide support to the Human Resources (HR) department’s daily operations, ensuring organization, efficiency, and smooth execution of internal processes. Key Highlights: 1. Essential administrative support for the HR department 2. Acting as a facilitator for HR operational requests 3. Organization and smooth execution of internal processes In an ever-evolving world, VINCI Energies plays a fundamental role in advancing environmental transition through the implementation of two major transformations: Digital Transformation and Energy Transition. With a comprehensive approach, its teams develop and integrate customized, multi-technical solutions covering all stages—from design and implementation to operation and maintenance. VINCI Energies stands out for its growth and development driven by the richness of its human diversity, ethics as the cornerstone of its actions, and the strengthening of its environmental and safety culture. Committed to global performance, VINCI Energies dedicates itself to caring for the planet, serving people, and contributing to local communities. **Join us! \#VemSerVINCIEnergies \#VenhaTrabalharConosco** **Responsibilities and Duties** We seek an Administrative Assistant to support the day-to-day operations of the Human Resources department. This role is essential to ensure organization, efficiency, and smooth execution of internal processes, acting as a facilitator for HR operational demands (procurement, travel logistics, training coordination, and general administrative tasks). * Provide administrative support to HR activities, including document organization, recordkeeping, and internal service delivery; * Initiate and track procurement requests (services, training, materials, promotional items, etc.); * Interface with suppliers, monitoring quotations, deadlines, documentation submission, and internal approvals; * Support team travel logistics (flights, accommodations, and other requirements), ensuring control and organization of related information; * Monitor reservations, modifications, billing, and supporting documents; * Assist in planning, organizing, and executing in-person and online training sessions; * Liaise with suppliers, book meeting rooms, manage attendance records, and distribute materials; * Support the registration and tracking of training activities in the system. **Requirements and Qualifications** * Familiarity with procurement processes and supplier relationship management; * Proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook); * Document and file organization and control skills; * Ability to prepare reports and tracking spreadsheets. **Preferred Qualifications:** * Experience with SAP, Onfly, or other procurement/travel management systems; * Basic knowledge of taxation; * Intermediate Excel skills; * Experience providing internal support and interfacing with multiple departments. **Additional Information** **Do you identify with this opportunity?** We challenge ourselves daily to fully leverage our potential and generate maximum impact, committed to a culture built on trust, autonomy, responsibility, entrepreneurship, and solidarity. * Apply now!