Administration and HR Assistant

ADMINISTRATIVE DUTIES:

• Maintain organized filing systems (physical and digital)
• Order office supplies and manage inventory levels
• Provide general administrative support to departments as needed
• Support the team in maintaining up-to-date ISO documentation and ensure compliance with all company procedures and policies.
• Oversee administrative responsibilities including managing company phone credits, maintaining office supplies, and coordinating internal communication.
• Prepare and issue expenses and related administrative reports.
• Foster effective internal communication and serve as a point of contact for staff queries or concerns.
• Adress potential administrative challenges and help to develop and implement mitigated plans.
• Coordinate with team members and finance to ensure timely payment to suppliers.
• Ensure all commercial and importation licenses are up-to-date and initiate their renewal process.

HUMAN RESOURCES SUPPORT:

• Assist in posting job vacancies and coordinating interviews
• Maintain employee records and update HR databases
• Help with onboarding of new employees and offboarding procedures
• Support payroll processing by gathering and verifying timesheets
• Assist in organizing employee engagement activities and training sessions
• Ensure HR documents are accurate and comply with labor regulations
• Handle confidential information with integrity and professionalism

QUALIFICATIONS:

• Associate’s or bachelor’s degree in Human Resources, Business Administration, or a related field (preferred)
• Proven 3-5 years’ experience in an administrative or HR support role
• Familiarity with labor laws and HR best practices
• Proficiency in MS Office (Word, Excel, Outlook) and HR software
• Fluency in Portuguese and English is mandatory.

SKILLS AND COMPETENCIES

• Strong organizational and time-management skills
• Excellent written and verbal communication
• Ability to multitask and prioritize tasks effectively
• High level of confidentiality and discretion
• Attention to detail and problem-solving skills
• Demonstrates the ability to multitask effectively, while remaining flexible and adaptable to changing workplace conditions.

Ascending.ltd is a manpower service provider that serves clients in various areas including in oil and gas.