ADMINISTRATIVE ASSISTANT I

Description

Job Summary: Provide administrative assistance in file organization, mail control, invoice issuance, spreadsheet and management report preparation, and general administrative support. Key Highlights: 1. Assistance in administrative procedures and document organization. 2. Preparation of reports, spreadsheets, and process monitoring. 3. Customer and supplier service and administrative support. * **JOB MISSION** Provide assistance in administrative department processes, supporting file organization, control of incoming and outgoing correspondence, invoice issuance and registration, and preparation of spreadsheets and management reports. Perform general administrative support activities for departments. **MAIN RESPONSIBILITIES \- What and How?** -------------------------------------------------- Perform various document-related tasks for the department, including registering document inflow and outflow, verifying invoices, payment invoices, 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 by typing text and spreadsheets, filling out forms and/or registrations, preparing drafts, and typing accounting journal entries. Prepare reports, forms, and spreadsheets by collecting data, verifying economic and financial indices, creating calculation spreadsheets, flowcharts, and schedules; performing and verifying calculations; drafting minutes; preparing correspondence; providing operational support for technical manual development; preparing financial statements; requesting payments; adjusting contracts; 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, tracking flowcharts and schedules, monitoring 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, record customer complaints, receive customers and/or suppliers, identify customer and/or supplier profiles, clarify doubts, request documents, collect personal references. Execute routine administrative support tasks in the area, guide employees on policies and regulations, update data, and prospect customers. Support office supply inventory control, assess supply needs, request supplies, order supplies, verify requested supplies, arrange return of non-conforming supplies, distribute office supplies, control courier dispatches and receipts, research prices, request document deliveries, request travel resources, facilitate contacts, assist in organizing internal events, and organize the department. **OBSERVATIONS** ---------------