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Office Administrator

3 meses atrás

São Paulo, São Paulo, Brasil HR4 Human Resources Tempo inteiro

Administrative in general
- updating administrative accounts control;
- sending bills for payment to HLB; filling of vacation request forms;
- archive employee documents; filling of reimbursement of employee expenses forms;
- registration and purchase of tickets for events and conferences;
- keeping vacation employees' period update; Make travel arrangements and manage expenses
- purchase of office supplies; contact with IT staff in Sao Paulo (3A Plus) and in Paris;
- contact with Hearing Center for assistance in organizing hearings or events, purchase of coffees for events and meetings;
- scheduling meetings, receiving visitors and requesting water and coffee;
- sending office documents via post, DHL and courier;
- archive general documents;
- meeting with the Deloitte audit team;
- upload of documents on Deloitte systems for audit purposes;
- requesting administrative documents to Paris; keeping contracts suppliers updated;
- responsible for requesting equipment and login access for new employees;
- arrange interviews; responsible for helping new interns;
- booking reservations for events; requesting for documents translation.

Related to cases

Financial
- filling of payments forms: arbitrator's fees and expenses, partie's reimbursements, expenses related to hearings;
- request for accounting report for HLB;
- updating the Arbitration Account of cases (registration fee, AOC, AOF, expenses);
- requesting for the issuance of invoices for HLB referring to the administration fees;
- closing of foreign exchange payments from arbitrators or parties;
- reconciliation of payments received on Santander bank account and update the general accounting report.

Administrative activities
- sending AWDs for the parties, preparing sentence covers;
- sending and tracking documents via Correios, DHL and courier, updating the document sending control;

  • Icabase updates (status, payments, contract and clauses, arbitrators, amount in dispute)
- monitoring the organization of hearings at the Hearing Center, eventually working at the reception, requesting coffee;
- monitoring of agendas.;
- keeping closed cases updated.

Requirements:

- be well organised, efficient, and able to work autonomously with initiative
- have excellent computer skills (mainly Word, Outlook, Teams and PowerPoint)
- be able to work in a multicultural team
- be able to juggle working on several tasks simultaneously
- have some administrative experience with strong attention to detail
- be proficient in English (oral and written)

**Apply