Office Manager
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Key Responsibilities
Office Administration & Facilities
• Oversee daily office operations, ensuring a well-functioning.
• Manage office supplies, equipment, and maintenance needs.
• Coordinate with facility management services, including security, cleaning, and IT support.
• Manage courier, mail, and document handling.
• Coordinate domestic and international travel arrangements for employees if needed. Document control management
• Assist in documents signing process.
• Manage contract flow coordination on the Contract portal.
• Ensuring signing documents storage and manage its status on the contract portal. Financial Operations (AP/AR)
• Manage office expenses, track budgets, and handle vendor payments.
• Process and verify supplier invoices, ensuring accuracy and compliance with tax regulations.
• Maintain vendor records and reconcile accounts with suppliers.
• Monitor collections, follow up on overdue payments, and negotiate payment plans when necessary.
• Reconcile customer accounts and resolve payment discrepancies.
• Contribute to process improvement initiatives in AP/AR functions.
• Maintain confidentiality of financial and employee data at all times. Qualifications & Skills
• Bachelor's degree in Accounting, Finance, Business Administration, Economics, or related field.
• 3+ years of experience in office administration and/or accounting, including exposure to tax compliance in Brazil.
• Proficiency in ERP systems (SAP, Oracle, TOTVS, Dynamics, or similar).
• Strong Excel skills and ability to work with financial software.
• Proficiency in MS Office for general office administration.
• Excellent organizational skills and attention to detail.
• Strong communication skills, including liaising with vendors, banks, and auditors.
• Analytical and problem-solving mindset, with the ability to work in a fast-paced environment.
• Fluency in Spanish and English (at least B2) required; Portugues is a plus.
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