About this role
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.