Administrative Intern

Description

Job Summary: Administrative intern to support document organization and internal routines, with assistance in customer service. Key Highlights: 1. Support in organizing and managing physical and digital documents. 2. Maintenance of administrative controls and updated internal spreadsheets. 3. Opportunity to learn structured administrative routines. We are seeking an organized and responsible intern to assist with the administrative organization of the office, supporting the supervisor in internal routines, document control, and process organization. Customer service will be part of the role only as a supporting activity, always under supervision. Main Responsibilities: Administrative Organization (Primary Responsibility): ● Support the supervisor in organizing and managing physical and digital documents. ● Maintain updated administrative controls and internal spreadsheets. ● Create and organize folders in Google Drive at the end of each month, following internal standards. ● Open a new monthly tab in Google Sheets spreadsheets and insert translations to be delivered. ● Digitize (scan) documents and organize files. ● Perform OCR/ABBYY processing on documents when necessary. ● Organize postal/DHL receipts into correct folders and update spreadsheets. ● Request office supplies, cleaning materials, envelopes, and plastic bags in advance. ● Request signature sheets and update the signature tracking log. ● Send printer reports to the company leasing the equipment. Document Management and Notary Support: ● Assist the supervisor in sending and receiving notary documents. ● Support completion of the protocol and tracking sheet for documents entering and leaving the notary office. ● Carefully verify documents to ensure: ○ Correct document numbering within folders. ○ Return of all sent documents. ○ Accuracy of received apostilles. ● Ensure all documents are correctly identified by folder number. Customer Service (Supporting Activity): ● Support in-person customer service, assisting with: ○ Document receipt. ○ Document organization for translation and delivery. ● Support continuation of customer service initiated via email or WhatsApp, when requested. Requirements: ● Currently enrolled in an undergraduate program (e.g., Administration, Secretarial Studies, Languages, Management, or related fields). ● Organized, responsible, and detail-oriented. ● Ability to handle documents and administrative routines effectively. ● Basic to intermediate knowledge of: ○ Google Drive, Google Sheets, and Gmail. ○ Microsoft Word. Desired Profile: ● Organized, careful, and responsible individual. ● Attentive to details and verification tasks. ● Discreet when handling documents and confidential information. ● Interested in learning structured administrative routines. Job Type: Internship Contract Duration: 12 months Compensation: R$1.200,00 per month Benefits: * Meal allowance * Transportation allowance