Auxiliar Administrativo - Sao Paulo, Brasil - Prestige Supplier

Descrição

As an Administrative Assistant within our supplier commodities division, you will play a vital role in ensuring smooth operations and efficient communication within our supply chain network.

You will be responsible for providing comprehensive administrative support to the commodities team, facilitating effective coordination between various stakeholders, and contributing to the overall success of our procurement processes.

• Manage and maintain schedules, appointments, and travel arrangements for team members.
• Organize and maintain electronic and hard copy filing systems.

• Assist in the preparation and processing of procurementrelated documents such as purchase orders, contracts, and invoices.
• Ensure accuracy and completeness of documentation, maintaining proper records for audit purposes.
• Coordinate the retrieval and archiving of documents as needed.

• Serve as a primary point of contact for suppliers, handling inquiries and facilitating communication between suppliers and internal departments.
• Assist in the onboarding process for new suppliers, including gathering necessary documentation and information.
• Maintain uptodate supplier databases and contact lists.

• Support inventory tracking and management efforts, including monitoring stock levels and generating inventory reports.
• Assist in coordinating deliveries, pickups, and returns as necessary.
• Work closely with the procurement team to ensure timely replenishment of commodities.

• Schedule and coordinate meetings, conferences, and other events, including room bookings and catering arrangements.
• Prepare meeting agendas, presentations, and other materials as required.
• Record meeting minutes and follow up on action items as needed.

• Input data into relevant systems and databases accurately and in a timely manner.
• Assist in the preparation of regular and ad hoc reports, conducting basic data analysis as required.
• Identify trends or issues based on data analysis and report findings to the appropriate stakeholders.

• High school diploma or equivalent; additional qualification as an Administrative Assistant or Secretary is a plus.
• Proven experience (13 years) in an administrative role, preferably in a procurement or supply chain environment.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and experience with database management.
• Strong organizational and multitasking skills, with the ability to prioritize tasks effectively.
• Excellent communication skills, both written and verbal, with a strong attention to detail.
• Ability to work independently with mínimal supervision and collaborate effectively within a team environment.
• Familiarity with supply chain and procurement processes is desirable but not required.

This job description outlines the general duties and responsibilities associated with the Administrative Assistant role within our supplier commodities division.

• English (required)
• Português (required)