ADMINISTRATIVE ASSISTANT I

Description

Job Summary: Provide assistance in administrative area processes, supporting file organization, correspondence control, invoice issuance, and preparation of spreadsheets and managerial reports. Key Highlights: 1. Comprehensive administrative support in document organization and control. 2. Preparation of managerial reports and process monitoring. 3. Customer and supplier service, as well as support in administrative routines. * **JOB MISSION** Provide assistance in administrative area processes, supporting file organization, incoming and outgoing correspondence control, invoice issuance and registration, and preparation of spreadsheets and managerial reports. Perform administrative support activities for various departments. **MAIN RESPONSIBILITIES \- What and How?** -------------------------------------------------- Perform various document-related tasks within the department, including registering incoming and outgoing documents, verifying invoices, payment bills and bank slips, reviewing, sorting and distributing documents, checking data and dates, identifying irregularities and classifying documents, updating information, requesting copies, receiving, formatting and archiving documents. Complete documents through text and spreadsheet typing, form and/or registration field completion, draft preparation, and accounting entry typing. Prepare reports, forms and spreadsheets by collecting data, verifying economic and financial indicators, creating calculation spreadsheets, flowcharts and schedules, performing and verifying calculations, drafting minutes, preparing correspondence, providing operational support for technical manual development, executing accountability reporting, requesting payments, adjusting contracts, and collecting signatures. Monitor administrative processes by verifying established deadlines, locating administrative processes, tracking non-conformance notifications, forwarding internal protocols, requesting registration information, updating registrations, updating planning data, monitoring flowcharts and schedules, tracking order progress, verifying publication of official acts, issuing official letters and memoranda. Serve customers and/or suppliers and provide information about products and services, identify the nature of customer requests, provide company information, register customer complaints, receive customers and/or suppliers, identify customer and/or supplier profiles, clarify doubts, request documents, collect personal references. Execute administrative support routines within the department, guide employees on policies and regulations, update data, and conduct customer prospecting. Support office supply inventory control, assess supply needs, request supplies, order supplies, verify requested supplies, arrange return of out-of-specification supplies, distribute office supplies, manage mail pouch dispatch and receipt, research prices, request document delivery, request travel resources, facilitate contacts, assist in organizing internal events, and organize the department. **OBSERVATIONS** ---------------