Administrative Assistant

Description

Job Summary: Administrative support professional for tasks such as purchase requisitions, document control, billing, and support for building maintenance. Key Highlights: 1. Administrative activities and document control 2. Support in the management of building maintenance and renovations 3. KPI monitoring and schedule development * Completed high school education * Prior experience in administrative activities Work Location: Ilha da Conceição, Niterói \- RJ Working Hours: Monday to Friday, from 08:00 to 17:00 Work Regime: On-site **This opportunity is exclusively for persons with disabilities or rehabilitated individuals.** * Submit purchase requisitions in the system for materials and services required by the department; * Control receipt, cost spreadsheets, and payment of invoices for company bases and apartments; * Support verification of third-party documentation required for work at bases; schedule HSE inductions and guide their routines; * Manage key register for bases and apartments; * Control and organize risk analyses for the Facilities Department and other necessary documents; * Billing process for invoices related to administrative contracts for base facilities, including installations and building maintenance; * Control and archive Facilities Department documents, as well as service provider records and certificates related to environmental licenses, ISO, and OSHAS compliance; * Assist coordination in scope analysis for maintenance and renovation activities, and conduct comparisons among proposals provided by Procurement; * Assist in controlling documentation and registration of service providers and third parties; * Create flowcharts for performed activities; * Open and monitor tickets in the Facilities Support Desk; * Control asset registrations for preventive maintenance via PeopleSoft; schedule related activities with vendors and supervise proper execution through photographic reports; * Maintain minimum stock levels for building maintenance materials and tools using spreadsheets, and organize and identify inventory items; * Develop base layouts, building floor plans, and room layouts using AutoCAD; * Monitor KPIs for the Building Maintenance Department by tracking executed activities and preparing descriptive spreadsheets and charts; * Develop, monitor, and control construction and renovation schedules.