ADMINISTRATIVE ASSISTANT

Description

Job Summary: The Junior ADM Assistant provides administrative and operational support, organizing requests, controlling documents, tracking pending items, and ensuring internal/external communication. Key Highlights: 1. Essential administrative and operational support for process efficiency 2. Customer service and request management 3. Management of complex monthly tasks and obligations The Junior ADM Assistant is responsible for providing administrative and operational support, ensuring organization of client requests, document control, tracking of pending items, and accurate internal and external communication—contributing to overall process efficiency. **Customer Service and Requests** * Issue billing statements in SIS Análise by entering the client code and selecting the requested period. These billing statements are sometimes prepared using the **left hand**, where the client specifies the amount to be entered and it is manually filled in. Another type of manual billing statement is prepared when the company was not under our scope during that period; in such cases, we retrieve the file from Fisco Fácil; * Submit documents via the e-signature platform for GC approval and accountant’s signature; * Request balance sheets and income statements (DRE) from the accounting department via e\-mail as needed; after receipt, forward them for signature before delivering to the client; * Generate Federal and State Negative Certificates of Tax Arrears (CND); * Issue MTE process guides; **Task and Monthly Obligation Management** * Monitor MG Controle to track tasks approaching their due date, DEC tasks, and Inbox tasks. Tasks are cleared upon file upload. To clear a DEC task, one file is uploaded. To clear an Inbox task, four files are uploaded. This procedure is performed per company. For companies where file generation is not possible (e.g., missing digital certificate), a ticket is opened with the Controller’s Office; * Perform monthly tax confirmation (ICMS, DAS, PIS, and COFINS); * Access SCI REPORT to verify whether clients have viewed the issued guides; if not, follow up via WhatsApp or phone call; * Handle external calls with appropriate routing. Provide lunch coverage at reception for Caroline; * Conduct regular checks in DEC and ECAC to avoid missing critical notifications; * Access DET and forward messages to departments and/or clients; * Open IT tickets for inclusion of GaxWeb digital certificates required for invoice capture; * Register e\-mail addresses in E\-cac, DEC, and DET to ensure we receive e\-mails; * Monitor pending items related to fiscal status, e\-processes, and official notices, generating screenshots for recordkeeping. These screenshots are sent to the GC. **Preparation of Meeting Materials** * Consult ECAC, Fisco Fácil, and PGE to identify potential pending items. When pending items exist—for example, an ongoing DCTFWEB submission—they are forwarded to the relevant department for review. When no pending items exist, the Federal CND is always generated; * Generate and organize accounting and tax documents, including monthly closings, annual monitoring, head-office and branch monitoring, ICMS TXT files, PIS/COFINS reports, and tax records for the last four months. For Simples Nacional companies, include the PGDA\-D extract; for trading companies, include the purchase ledger; * Issue monthly trial balances and indicator reports extracted from balance analysis in MG Controle (balance analysis tool); * Prepare action items for meeting minutes. **Drafting and Organizing Meeting Minutes** * Review meeting minutes sent by the GM for pending items and proceed with proper registration in MG Controle; * Pending items in meeting minutes are reinforced to the department manager via e\-mail. **Digital Certificate Renewal and Control, and Other Duties (Covering Caroline Alves’ Vacation)** * Weekly review of the digital certificate tracking spreadsheet to identify those nearing expiration; * Notify clients 15 days in advance regarding renewal requirements; * Update renewal information in systems including MG Controle, GaxWeb, movement folder, and validity tracking spreadsheet; * Open IT tickets to register department managers in Dínamo and request client delivery once renewed by the partner certification authority; * Issue certificates via Serpro or Safeweb websites, following the certification authority’s instructions; * Manage schedules for GMs, Regis. **Powers of Attorney and Authorizations** * Issue powers of attorney for new clients, ensuring necessary system access: * **ECAC:** Power of attorney for SDD and MG Supermercado, registering e\-mails to receive inbox notifications; * **DEC:** Power of attorney for SDD and MG Supermercado, registering the standard portfolio e\-mail; * **FAP, Conectividade, and FGTS:** Power of attorney for MG Supermercado; * **DET:** E\-mail registration;