Administrative Secretary

4 semanas atrás

Rio de Janeiro, Brasil Noble Drilling Services Inc. Tempo inteiro

JOB SUMMARY

Assist the Division / Rio Office in daily activities. Assist with the administrative routine of the office.

QUALIFICATIONS
- High school diploma or equivalent
- Computer skills in Microsoft Office / TEAMS
- Basic knowledge in English language - written and conversational
- Communication skills

ESSENTIAL FUNCTIONS
- Translate general / technical / legal documents Portuguese / English / Portuguese
- Assist in general administrative matters
- Assist the Departments in their general and daily routines
- Other duties as assigned by management
- Handle basic secretarial practices: word processing, typing, filing, photocopying, memos and correspondence, fax and telephone duties (messages, screening), organization of meetings, minutes, mailing (to/from clients), hotel, transportation and flight bookings
- Provide reception relief and any other reception-related task as needed
- Organize programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling event budget
- Arrange complex and detailed travel plans and itineraries, compiles documents for travel-related meetings
- Meet and greets clients and visitors
- Perform clerical duties to include, but not limited to, photocopying, faxing, mailing and filing
- Act as back-up (vacation relief) for the Secretary, the Receptionist, the Crew Change Coordinator and other office positions when needed
- Analyze invoices for coding and proper approval
- Interact with division personnel to resolve coding and approval issues
- Compare invoices to outstanding purchase orders in SAP system, requesting assistance from Materials Management to resolve any differences
- Enter invoices into SAP/IFS to ensure timely payment
- Interact with vendors to resolve any issues regarding billing discrepancies, payment delays, and other items
- Reconcile vendor accounts in accounts payable sub-ledger to vendor records
- Perform other projects and tasks as needed in accordance with Company and each Department policies and procedures

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