Facilities Associate II (Sao Paulo, Brazil)

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.