Main activities
- Order office supplies for firm; perform associated administrative tasks, including coding and assembling of invoice packages for accounting. Research costs and supplies for various office items and equipment. Solicit competitive bids.
- Ensure smooth and consistent operation of office services on a daily basis. Conduct daily/monthly/annual meetings in the office, coordinate work and schedules. Providing all the necessary support for proper development of the activity.
- Trouble-shoot problems with office equipment and furniture. Place service calls to appropriate vendors for office equipment and office facilities. Communicate outages to staff.
- Printers’ management. Take monthly copier meter readings. Code and assemble copier invoices for accounting. Solicit copier meter readings from CA office services group.
- Serves as backup for the front desk/switchboard. Backup office assistants in all their functions.
- Suggest new processes, or modification of old processes, to improve Office Services’ efficiency.
- Coordinate internal staff moves and assist with minor furniture modifications and moves.
- Maintain central files and Records, owning all associated responsibilities. Maintain the central files database, deal with requests with off-site file storage, store hard and electronic copies of all company/client contracts, proposals, and other communications, assist with audits. Work with Finance in Records Management.
- Payments management to vendors, having a good knowledge of the company's tools for invoice and payment management. Assist with managing invoice queries as raised by Accounts payable or in communication with vendors.
- Access management: Office access system, control of the access, reports, maintenance
- Management and administration of courier services, web-based platforms, employees accounts, invoices, shipment monitoring, coordination of administrative process, vendor coordination and operational compliance
- Act as main point of contact between Fortrea and vendor to verify contract terms, renegotiations, onboarding etc..
- Supplier/employees support: couriers, external printing, printers, office materials, etc..
- All other duties as needed or assigned.
Qualifications (Minimum Required):
- Bachelor’s degree
- Level of education required (or experience level which may be substituted for level of education).
- Fortrea may consider relevant and equivalent experience in lieu of educational requirements.
Experience (Minimum Required):
- 7+ years
- High level administrative skills ideally with some FM experience.
Excellent skills required in the following areas:
- Organizational.
- Oral and written communications.
- Working with others.
- Accurate typing and spelling.
- Aptitude for handling numerical data.
- Ability to operate standard office equipment – keen interest in electronic systems i.e. FSA.
- Fluency in the local language and in English, both written and oral.
- Computer literacy (word processing, spreadsheet, presentation software).
This is an on-site position which will be located at:
Cidade Jardim Corporate Center, Avenida Magalhaes de Castro nº 4800, Torre 2, cj. 72
CEP 05676-120- Sao Paulo- SP
Brazil
Learn more about our EEO & Accommodations request here.