Administrative Assistant | Industrial Unit - Coruche

We are looking for an Administrative Assistant to ensure the procurement processes for goods and services of the industrial unit, from the inquiry and selection of suppliers to contractual and administrative management, guaranteeing compliance with internal procedures and quality, safety, and compliance requirements. You will also support stock management, PPE and general services, as well as the operational management of the light fleet.

Main responsibilities

• Conduct market inquiries and requests for quotation for the acquisition of goods and services intended for the industrial unit.
• Analyze commercial proposals, compare conditions, and support selection and negotiation with suppliers.
• Manage contracts and monitor deadlines, renewals, commercial conditions, and service levels.
• Ensure the collection, verification, and updating of supplier qualification and compliance documents.
• Support the periodic evaluation and qualification of suppliers, monitoring any action plans.
• Prepare purchase requisitions in a SAP environment and follow the process until the issuance of the order and delivery of goods or services.
• Maintain organized and updated procurement records and documentation, ensuring process traceability.
• Monitor stock levels and ensure the availability of materials necessary for the operation.
• Monitor inflows, outflows, and inventories, signaling replenishment needs.
• Manage the distribution and delivery records of personal protective equipment (PPE), in coordination with the relevant areas.
• Contribute to the correct use of storage and material control procedures.
• Ensure the operational management of a light fleet of fewer than five vehicles, including documentation, maintenance, inspections, insurance, and monitoring of occurrences.
• Manage fuel cards, controlling their assignment and use.
• Coordinate the contracting and monitoring of general services necessary for the unit's operation.
• Support the resolution of logistical and administrative needs related to the facilities and daily activity.
• Meet acquisition and contractual renewal deadlines;
• Ensure that supplier documentation is valid and up to date;
• Ensure the accuracy of stock and inventory records;
• Comply with internal procurement procedures and ensure the correct use of SAP;
• Monitor documentation, maintenance, and costs associated with the fleet and general services.

• Organization, rigor, and attention to detail;
• Ability to plan and monitor multiple processes simultaneously;
• Good communication and ability to build relationships with suppliers and internal teams;
• Sense of responsibility, confidentiality, and respect for procedures;
• Analytical and negotiation skills;
• Proactivity and orientation towards problem-solving.