Administrative Assistant

Description

Job Summary: Professional to provide comprehensive administrative support, including communication management, procurement, logistics, external services, travel arrangements, and accommodation assistance. Key Highlights: 1. Versatile and dynamic administrative support 2. Organization and attention to detail across various tasks 3. Development of skills in management and communication ### **Main Responsibilities:** * Communication and Email Management: Check personal and Administrative Department emails daily, ensuring all information sent by different company departments is updated and tracked. * Procurement and Material Control Support: Assist with office supplies, stationery, consumables, and general inputs procurement; manage inventory control; provide procurement support for construction-related needs as required. * Office Logistics and Organization: Support cleaning and maintenance teams’ organization and logistics; archive copies of company documents, partners’ documents, and executive leadership documents. * External and Notarial Services: Support document and material dispatch via postal service (Correios); perform external services at notary offices (real estate registration, signature authentication, document certification, and issuance of certificates). * Travel and Accommodation Management: Support other company departments in quoting and purchasing air/road tickets and booking accommodations. * Fleet and Vehicle Rental: Assist with car rentals, reservation tracking, and maintenance of the company’s vehicle fleet. * Accommodation (Airbnb) Support: Support Airbnb tenants by managing reservations, sending documents, and handling other legal procedures required for accommodation. ### **Requirements:** * Education: Pursuing a degree in Administration. * Work model: Hybrid. ### **Preferred Qualifications:** * Prior experience in administrative or facilities/office routines. * Familiarity with the **Airbnb** platform (reservation management, guest communication, or leasing procedures). * Intermediate knowledge of Microsoft Office Suite (especially **Excel**, for materials and fleet control). * Basic understanding of urban logistics or familiarity with external services (Correios, notary offices, and public agencies). * Prior experience in travel quotation (tickets and accommodations). ### **Candidate Profile We Seek:** * Dynamism and Versatility: Ability to easily transition between different types of tasks—from operational/external to strategic/computer-based work. * Organization and Attention to Detail: Essential for strict inventory control, archiving confidential executive documents, and email verification. * Proactivity and Problem-Solving: Solution-oriented approach to urgent requests from multiple departments (procurement, construction, maintenance, and tenants). * Strong Communication and Interpersonal Skills: Ability to interact effectively with both external parties (Airbnb tenants, suppliers) and internal stakeholders (executives and colleagues from other departments). * Deadline Orientation: Prompt execution of time-sensitive external notarial tasks and document submissions.