Administrative Assistant

Description

Job Summary: The Administrative Assistant is responsible for various operational and communication activities, including email handling, proposal drafting, incident and quotation management, as well as supporting client onboarding and administrative controls, ensuring smooth service delivery. Key Highlights: 1. Operational management of emails, proposals, and customer service 2. Drafting of announcements and quotation spreadsheets 3. Support in client onboarding and administrative controls **JOB RESPONSIBILITIES – ADMINISTRATIVE ASSISTANT** Subject to the company’s internal policies and applicable labor legislation, the Administrative Assistant shall perform the following duties: * **Email handling** * Respond to received emails using standard response templates and, when necessary, make appropriate adjustments per the supervisor’s guidance. * **Drafting commercial proposals** * Prepare commercial proposals according to the company’s standardized template, using the standard email text and consulting in advance with the supervisor or responsible department regarding proposed values. * **Handling incidents via the VDS application** * Respond to incidents registered by condominium residents (clients) in the VDS application within the contractual timeframe (24 business hours), using standard responses or consulting the supervisor for specific cases requiring differentiated analysis. * **Conducting quotations** * Perform quotations for requested services and/or purchases, prioritizing pre-approved vendors; in their absence, conduct new inquiries per management’s instructions. * **Preparing quotation spreadsheets** * Prepare quotation spreadsheets based on an existing template, detailing the scope thoroughly and comparing and equalizing received proposals. * **Communications on monitors and elevators** * Draft weekly announcements for display on media monitors (electromedia) and/or elevators, adhering to the company’s defined layout and language standards. * **Communications to condominium residents** * Draft and send announcements to condominium residents through designated channels (email, application, physical notices, etc.), per the supervisor’s request, leveraging Artificial Intelligence tools for text review and editing where applicable. * **Telephone and in-person service** * Provide telephone support and, when required, in-person service, delivering information within one’s area of responsibility or directing inquiries to the appropriate person. * **VDS application management** * Operate the VDS application, ensuring accurate registration, tracking, and follow-up of resident requests, updating information as needed, and managing related data. * **Onboarding new clients** * Onboard new clients by requesting and organizing relevant documentation, ensuring proper archiving of all related documents, including the duly signed contract and all necessary attachments. * **Forwarding and tracking invoices** * Forward and track the delivery of invoices to property management companies to facilitate payment processing by client condominiums. * **Issuing invoices (when requested)** * Issue invoices upon request and in accordance with the company’s internal procedures. * **Administrative controls and general tasks** * Perform various controls (spreadsheets, records, files) and other related administrative tasks essential to service continuity and inherent to the Administrative Assistant role. Required Skills: **1\. Technical skills (hard skills)** * Proficiency in professional email usage (applying standardized responses, formal language, and service recordkeeping). * Strong writing ability for drafting announcements, commercial proposals, and incident responses. * Proficiency with office tools: * Word processors and spreadsheets (Word/Excel or similar) for proposals, quotation spreadsheets, and controls. * Ease of navigation across systems and applications. * Basic knowledge of: * Administrative routines (filing, document organization, invoice control). * Quotation processes (supplier research, proposal comparison, spreadsheet completion). * Ability to use Artificial Intelligence tools to support text review and standardization (always applying critical judgment). **2\. Customer service and communication skills** * Clear, concise, and courteous communication (via email, phone, application, and, when necessary, in person). * Ability to listen, understand client (resident, syndic, property manager) needs, and route inquiries appropriately. * Professional demeanor when handling complaints, conflicts, or urgent situations—maintaining composure and courtesy. **3\. Organizational and execution skills** * Organizational ability to manage multiple service requests, contractual deadlines, and concurrent tasks. * Time and priority management to prevent delays in responses, quotations, and document submissions. * Attention to detail when reviewing proposals, documents, and contracts—minimizing errors and rework. * Ability to adhere to company-defined procedures, templates, and standards (templates, workflows, deadlines). * Proactivity. **4\. Interpersonal and teamwork skills** * Ease of interaction with supervisors and colleagues across departments (administrative, operational, financial). * Willingness to seek guidance when situations fall outside one’s scope—especially for specific incident cases. * Collaboration in new client onboarding, document organization, and alignment with supervisors. **5\. Cognitive and behavioral skills** * Logical reasoning to compare quotations, equalize proposals, and understand condominium requirements. * Proactivity to anticipate simple issues (e.g., remembering deadlines, verifying data, following up on invoices, etc.). * Discipline to maintain updated records (spreadsheets, controls, application history). * Discretion and confidentiality regarding client information, contracts, and internal company data. Employment Type: Full-time, CLT (Consolidated Labor Laws) Compensation: R$2.100,00 – R$3.200,00 per month Benefits: * Transportation allowance Work Location: On-site