Administrative Assistant

Description

Job Summary: We are seeking an Administrative Assistant to provide essential support to the Human Resources (HR) department, ensuring organization and efficiency in internal processes. Key Highlights: 1. Comprehensive administrative support for HR activities 2. Coordination with suppliers and organization of travel logistics 3. Support in planning and executing in-person and online training In a world undergoing constant evolution, VINCI Energies plays a fundamental role in promoting 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 to implementation, operation, and maintenance. VINCI Energies stands out due to 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, being useful to people, and contributing to local communities. **Join us! \#VemSerVINCIEnergies \#VenhaTrabalharConosco** We are looking for a candidate to work as an Administrative Assistant, supporting HR department routines. This position is essential to ensure organization, fluidity, and efficiency in internal processes, acting as a facilitator for HR operational demands (procurement, travel logistics, training, and general administrative tasks). * Provide administrative support for 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 (air tickets, accommodation, and other requirements), ensuring information control and organization; * Monitor reservations, modifications, billing, and supporting documents; * Assist in planning, organizing, and executing in-person and online training; * Liaise with suppliers, book meeting rooms, manage attendance records, and distribute training materials; * Support training registration and tracking within the system. * 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 procurement/travel management systems; * Basic knowledge of taxes; * Intermediate Excel skills; * Experience in internal service delivery and cross-departmental coordination.