Admin Assistant (Facilities) Summary: The position of Admin Assistant in our company requires an organized, detail-oriented, and proactive individual capable of efficiently managing various administrative tasks. As an Admin Assistant, you will be crucial in supporting the company's administrative activities, ensuring smooth operations, and enhancing overall efficiency. You will be responsible for overseeing the back-office functions, handling office logistics, and providing valuable assistance to the administrative team. Responsibilities: Facilities: Oversee the maintenance and organization of office facilities, ensuring a safe and efficient working environment. Deal with external vendors and service providers for office maintenance and repairs. Manage office supplies inventory and ensure timely procurement of necessary items. Office Logistics: Schedule internal and external meetings when needed, ensuring timely arrangements and logistics. Assist in project and event activities and resources as required. Communication and Reception: Help to handle telephone calls and provide professional reception services to visitors. Assist in written communication, including drafting emails, memos, and other correspondences in English and Portuguese. Back-Office: Organize administrative documentation, making sure it's the proper filing and record-keeping. Oversee data analysis and research using various tools to support decision-making processes. Collaborate with different departments to streamline and optimize administrative workflows. Financial support: Process payments into systems, ensuring accuracy and compliance with company policies. Assist with corporate buying needs, monitoring expenses, and reconciling statements. Handle small purchases and obtain quotations for products and services needed by the company. Team Support: Support the administrative team, assisting in their day-to-day tasks and special projects. Collaborate with other team members to ensure efficient cross-functional support. Technology and Systems Proficiency: Intermediate knowledge of technology and proficiency in office software for tasks such as document creation and editing, spreadsheet usage, database handling, and performance task tracking system management. Requirements: Education and Experience: Previous experience as an office assistant, admin assistant, or in a similar capacity is preferred. Completion of ongoing graduation in Business Administration or related fields is a plus. Skills and Abilities: Excellent organizational and communication skills, both written and oral. Proficiency in English, with an advanced level of communication. Strong problem-solving skills and the ability to handle multiple tasks simultaneously. Enthusiasm, curiosity, and a willingness to learn fast. Team player with the ability to work independently and take initiative when needed. Please apply with your updated CV in English
