Facilities Associate II (Sao Paulo, Brazil)

FTBRL Fortrea Brazil Limitada; São Paulo; Presencial; BRL 60 000 - 90 000; Tempo integral

Resumo da oferta

Fortrea Brazil is seeking an experienced administrative professional to oversee Office Services, vendor relations, and central records. You will support finance, manage daily operations, and back up the front desk while ensuring efficient office workflows.

The role requires 7+ years of high-level admin experience, fluent English and local language, plus strong organizational and communication skills. On-site at Cidade Jardim, São Paulo.

Qualificações

• Bachelor’s degree required; relevant experience accepted in lieu of education.
• 7+ years of high-level administrative experience preferred.
• Fluency in the local language and English, both written and spoken.
• Strong computer literacy with word processing, spreadsheets, and presentations.

Responsabilidades

• Manage office supplies, invoicing, and vendor payments for smooth operations.
• Coordinate service calls, contracts, and vendor performance monitoring.
• Maintain central files and Records; support Finance in Records Management.
• Provide front desk backup and assist with staff moves and office changes.
• Suggest process improvements to increase Office Services’ efficiency.
• Oversee daily office operations and communicate outages to staff.

Conhecimentos

Organizational

Verbal and written communications

Teamwork

Typing accuracy

Numerical data handling

Formação académica

Bachelor's degree

Ferramentas

FSA

Descrição da oferta de emprego

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

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.

• 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).

Location

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

EEO & Accommodations

Learn more about our EEO & Accommodations request here.

Company Culture

At Fortrea, we're all about turning the “impossible” into "I'm possible." Together, we break barriers to deliver exceptional service to our patients, fueled by a shared commitment to teamwork and excellence.

Regardless of your role, we're all family, working together to achieve extraordinary results.

At Fortrea, your career isn't just a job – it's a journey of making the exceptional possible, every day.