Administrative Assistant

Description

Position Summary: Provide administrative and logistical support in procurement, finance, and vendor management, ensuring resource availability for operations. Key Highlights: 1. Comprehensive support in procurement and finance 2. Vendor management and payment control 3. Event coordination and administrative support to employees **About the Opportunity** ========================= Support the manager and supervisors on administrative matters related to procurement of materials, supplies, and products required at the workplace; track payments; manage invoices and material deliveries to site; onboard new vendors; administer the finance system; and maintain constant communication with managers, supervisors, and vendors to ensure timely and proper availability of all resources for operations. Also provide logistical and administrative/financial process management support to managers and supervisors. **Responsibilities** ==================== **Direct online tracking with Controller's Office:** * Sourcing new vendors. * Vendor onboarding (requesting information, completing forms, obtaining manager approval, uploading information to finance and expense control platforms) * Receiving and tracking invoices. * Scheduling and submitting weekly invoice payment controls. (Operational Invoices, Capex Invoices, Reimbursements, Travel Advances, and Employee Petty Cash) * Sending emails for payment authorizations. * Sending payment confirmations to vendors. * Tracking vendor payment complements. * Updating vendor information (requesting documents, completing forms). **Capex Tracking** * Tracking project release. * Verifying vendor onboarding status; if not yet onboarded, collecting required information, requesting onboarding, updating quotations, issuing purchase orders, and requesting invoices. * Submitting Capex payment controls and invoice payment authorizations. * Sending payment confirmations and receiving payment complements. * Preparing technical documentation containing information on paid invoices, project photographs, and integration files to update amounts according to the exchange rate on the payment date. **Administrative Support for Employees** * Reimbursements and Travel Advances * Flight purchases * Booking Domestic/International Accommodations **Company Event Support** * Coordinating meals for events and/or meetings * Assisting in event organization **Candidate Profile** ===================== * Completed Bachelor’s degree: Business Administration or related field * Advanced English * 3 years of experience in similar positions * ERP system proficiency * Excel * Teamwork * Autonomous work under objectives * Planning and prioritization