Admin Assistant

Job Advert

internal Job Title**:Admin Assistant - 7 months fixed term contract**
Business**:Lucy Equipamentos Eletricos Ltda**
Location**:Araucária, Brazil**

Job Reference Number**:3304**

**Job Purpose**

As an Administrative Assistant focused your primary purpose is to support the procurement process for indirect materials, manage invoices entries, facilitate travel reservations, and travel accounting tasks. Provide administrative support to GM, ensuring efficient operation of their office and supporting their daily activities.

**Job Context**

Operating within all departments, the Administrative Assistant collaborates closely with Sales, Finance, and other stakeholders to streamline indirect purchasing processes and support travel operations.

**Job Dimensions**
- Reports to: GM
- Collaborates with all departments

**Key Accountabilities**

1. Shopping support
- Assist in the acquisition of indirect materials, including supplier research, obtaining quotations, and processing purchase orders.
- Coordinate with suppliers to ensure timely delivery of goods and services.

2. Invoice registration:

- Manage the entry of invoices into the accounting system, verifying accuracy and ensuring proper coding.
- Liaise with suppliers and internal stakeholders to resolve discrepancies in invoices and payment issues.

3. Travel reservations
- Organize employee travel reservations, including flights, accommodation, and transportation.

4. Accounting assistance
- Provide general accounting support, such as data entry, filing, and document management.

5. Calendar and meeting managemen
- Manage the schedule of the AP director by scheduling appointments, meetings, and travel.
- Coordinate meeting logistics, including room reservations, and catering arrangements.

6. Correspondence and communication
- Draft and review documents, reports, and presentations as requested.

7. Office supplies/cleaning management
- Maintain an inventory of office/cleaning supplies, ordering as needed and ensuring cost-effective management.
- Assist in organizing and maintaining office files, records, and databases.

8. Document management
- Track and validate company documents such as municipal and state certificates and provide support to the commercial sector with registrations for bids.

**Qualifications, Experience & Skills**
- High school diploma or equivalent; additional education or certification in business administration or related field is a plus.
- Proven experience in administrative support roles, preferably in a purchasing or accounting environment.
- Familiarity with procurement processes, invoice processing, and travel coordination.
- Strong attention to detail and organizational skills.
- Proficiency in Microsoft Office suite (Word, Excel, Outlook) and accounting software (e.g., QuickBooks, SAP).
- Excellent communication and interpersonal skills.
- Ability to prioritize tasks and manage time effectively.
- Discretion and confidentiality in handling sensitive information.

**Behavioural Competencies**

Proactive

Commitment

Organization and planning.

Team work

Results oriented.