Secretary / Administrative Assistant – Technical Department (Construction, Projects and Procurement)

Objective of the Function

Provide administrative, documentary and organizational support to the departments of Architecture, Engineering, Construction and Procurement departments, ensuring correct document management, information control, support to technical teams and monitoring of the internal and external processes of the company.

Main Responsibilities

Administrative Management

Management of physical and electronic correspondence.

Organization and archiving of technical and administrative documentation.

Management of schedules and appointment of meetings.

Preparation of meeting minutes.

Preparation and control of internal reports.

Administrative support to the Board.

Support to the Project Department

Organization of drawings, reports and technical documentation.

Control of project submissions.

Registration and distribution of project reviews.

Control of licenses and processes with external entities.

Monitoring of requests for information (RFIs).

Support to the Department of Construction

Documentary control of contracts.

Management of contracts, measurement records and reception records.

Archive of work reports.

Insurance control, licenses and mandatory documentation.

Support in the preparation of construction meetings.

Support to the Procurement Department

Issue and monitoring of quotation requests.

Registration and control of orders.

Updating supplier databases.

Organization of documentation of national and international purchases.

Monitoring of logistics processes and transport documentation.

Document Management

Maintenance of physical and digital file system.

Ensuring that all documentation is up to date.

Control of document versions.

Management of documentary platforms of the company.

Basic Financial Support

Administrative conference of invoices.

Documentary organization for accounting.

Registration and monitoring of payments related to suppliers and service providers.

Technical Skills

Required

Minimum training at 12th grade level.

Minimum experience of 3 years in administrative functions.

Microsoft Office domain (Excel, Word, Outlook, and PowerPoint).

Excellent documentary organization capacity.

Good writing skills in Portuguese.

Preferred

Experience in construction or architecture companies.

knowledge of procurement and logistics.

Knowledge of documentary platforms.

Basic knowledge of AutoCAD and reading technical drawings.

Intermediate or advanced English.

Behavioral Skills

High sense of responsibility.

Organization and method of working.

Ability to manage multiple tasks.

Proactivity.

Discretion and confidentiality.

Good interpersonal communication.

Ability to work under pressure.

Guidance for results.

Performance Indicators (KPIs)

Response time to internal requests.

Percentage of properly archived documentation.

Compliance with administrative deadlines.

Number of documentary nonconformities.

Level of satisfaction of technical teams.

Update of projects, works and procurement databases.