Facilities Associate II (Sao Paulo, Brazil)

Fortrea; São Paulo; Presencial; BRL 120 000 - 180 000; Tempo integral

Resumo da oferta

Fortrea in São Paulo seeks an experienced Senior Office Administrator to oversee daily office operations, finance-related tasks, and front desk support. This role ensures smooth, compliant administration and proactive problem solving.

You will coordinate vendors, manage records, and implement process improvements to enhance efficiency and collaboration across teams in a fast-paced environment.

Qualificações

• Bachelor’s degree or equivalent experience.
• 7+ years of administrative experience, preferably with facilities management.
• Excellent organizational and communication skills.
• Fluency in English and Portuguese, written and spoken.
• Proficient with standard office software (Word, Excel, PowerPoint).

Responsabilidades

• Manage office operations and admin tasks daily.
• Coordinate vendor contracts, invoicing, and payments.
• Oversee front desk and switchboard backup.
• Maintain central files and records; support audits.
• Oversee access control and courier services.
• Liaise with vendors on terms, onboarding, and renegotiations.
• Suggest process improvements and efficiency measures.

Conhecimentos

Organizational skills

Communication skills

Fluency in English and Portuguese

Numerical data handling

Office equipment knowledge

Problem solving

Formação académica

Bachelor’s degree

Ferramentas

Microsoft Office

Excel

Word

PowerPoint

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’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

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