Job Summary: A professional responsible for performing administrative, operational, and communication tasks to ensure the smooth functioning and organization of the workplace. Key Responsibilities: 1. Communication and telephone support (internal and external) 2. Document, process, and correspondence organization and archiving 3. Administrative support and system usage (Word, Excel) * Immediately report any abnormalities observed—including functional issues—to the supervisor so that necessary corrective actions can be taken; * Operate simple document reproduction machines, computers, and telephones; * Register and track processes and documents within the unit, recording entries, exits, and movements, and forwarding them to the appropriate staff members; * Answer internal and external phone calls, taking and relaying messages and notes received to the Contractor's staff, as well as connecting calls to requested extensions or units; * Occasionally perform duties outside the office premises—for example, delivering correspondence to the postal service, working at the archive unit, etc.—always under the guidance of the responsible department and upon prior notification; * Record and monitor daily occurrences at the assigned post; * Remain stationed at the designated post; external activities may exceptionally be performed, but the employee must not neglect assigned duties; * Prohibit using the post for storing items unrelated to the location, including personal belongings of employees or third parties; * Report to the competent authority the presence of crowds near the post; * Brief the incoming receptionist(s) during shift handover on all current instructions and any observed anomalies; * Organize information and plan daily work; * Perform data entry using microcomputers with systems such as Word and Excel; * Prepare routine official documents and manage processes according to established procedures; * Prepare presentations for meetings and lectures; * Receive external visitors, identify their needs, and direct them to waiting rooms, service rooms, or meeting rooms; * Distribute forms and documents to interested parties; * Organize, update, and archive documents; * Receive and dispatch packages, correspondence, and other official documents; * Assist in classifying, coding, and cataloging papers and documents; * Archive processes, documents, and general paperwork; * Request and distribute consumable supplies, recording their movement; * Prepare appointment schedules, arrange air travel bookings, and reserve hotel accommodations; * Arrange vehicle requests for unit staff use, or maintain appropriate control over unit vehicle usage, consolidating and submitting relevant periodic reports; * Identify and/or manage required repairs for facility maintenance and equipment preservation; * Enter and transmit data into specific computerized systems; * Maintain confidentiality of all information obtained in the course of duty; Employment Type: Full-time CLT Benefits: * Medical assistance * Dental assistance * Basic food basket * Meal allowance * Transportation allowance
João Silva
Indeed · HR
João Silva
Indeed · HR
