Administrative Assistant

Description

Job Summary: The Administrative Assistant provides operational support, organizes document workflows, controls assets and access, supports logistics, and generates quality indicators to ensure contractual efficiency. Key Highlights: 1. Format: Remote 2. Inclusive work culture, freedom to improve processes, and flexibility 3. Strategic role for contractual efficiency and transparency Job Requirements NTT DATA Inc. is a multinational technology company offering services including software development, security, cloud, and especially IT infrastructure. According to Great Place to Work, we are among the best technology companies to work for in Brazil. We foster an inclusive work culture and highly value freedom to improve processes, flexibility, and respect for people! Administrative Assistant **Format:** Remote The Administrative Assistant is dedicated to providing operational support for contracts, acting as the direct right hand of the Service Manager and the client’s oversight team. Key responsibilities include organizing document workflows, rigorously controlling assets and access, supporting team logistics, and generating quality indicators. This is a strategic role to ensure contractual bureaucracy is fulfilled efficiently and transparently. What will be your responsibilities? * Conduct critical analysis of tender documents/RFPs; * Conduct calls to align on critical points of opportunities; * Monitor procurement platforms and client communication channels; * Prepare and draft documents required in tender documents/RFPs; * Support proposal development; * Attend electronic bidding public sessions; * Track the entire process from initiation to completion and provide feedback to clients as needed; * Arrange and manage registrations on public and private client portals; * Coordinate and respond to registration questionnaires, RFIs, RFPs, and RFQs; * Interact with internal departments to align requirements; * Maintain relationships with clients and procurement platforms; * Request and keep opportunity records updated with accredited partners; * Perform double-checks of public client opportunities with respective teams. Work Experience What will be your responsibilities? * Support to Management and Oversight: Collect administrative information and handle routines necessary for full contract performance. * Asset and Laboratory Control: Maintain up-to-date inventories of client assets under the company’s responsibility and manage maintenance requests for laboratory environments. * Personnel and Access Management: Oversee employee onboarding/offboarding processes, ensuring logical access control and credential management. * Organization and Logistics: Organize meetings, events, and travel; record official meeting minutes and key operational events. * Document Management: Organize, retrieve, and timely submit all documentation required by contract, safeguarding the administrative memory of the service. * Indicators and Quality: Assist in generating performance indicators and support quality management activities to optimize internal processes. What do we expect you to have? * Completed bachelor’s degree in Administration, Law, Engineering, Economics, or related fields; * Familiarity with public and private procurement portals, such as Mercado Eletrônico, Ariba, Comprasnet, ComprasMG, and other bidding platforms; * Knowledge of bidding laws No. 14.303 and No. 13.303 and related legislation; * Knowledge of legal, tax, and economic-financial certificates; * Academic Qualification: Completed high school education; * Technical Knowledge: Proficiency in Microsoft Office suite (especially Excel for spreadsheet control and Word for drafting minutes/documents); * Administrative Skills: Experience in file organization, HR routines (access control), and logistical support. **Preferred Qualifications:** * Prior experience in service contracts for large enterprises (public sector or mixed-economy companies).