Job Description
Na IPS, somos líderes globais no desenvolvimento de soluções inovadoras para consultoria, arquitetura, engenharia, controles de projetos, aquisição, gerenciamento de construção e CQV de instalações tecnicamente complexas, principalmente no setor de ciências biológicas. Estamos procurando um Assistente Administrativo Sênior dedicado para se juntar à nossa equipe em nosso escritório localizado em São Paulo, Brasil.
Profissional com mais de 10 anos de experiência em rotinas administrativas no setor de engenharia, atuando no suporte direto a equipes técnicas, projetos multidisciplinares e áreas corporativas. Inglês fluente para comunicação com stakeholders internacionais, leitura de documentação técnica e suporte a relatórios e apresentações em língua inglesa.
Principais Atribuições:
* Atender e direcionar chamadas telefônicas, e-mails e correspondências, com postura profissional e fluência em inglês, garantindo comunicação eficiente com clientes, fornecedores e parceiros nacionais e internacionais.
* Recepcionar visitantes, fornecedores e equipes externas, oferecendo suporte logístico e administrativo a colaboradores internos e engenheiros.
* Gerenciar o controle de suprimentos de escritório, materiais técnicos e equipamentos, atuando preventivamente na reposição e organização de estoques.
* Manter áreas comuns organizadas, coordenando os materiais de escritório e limpeza para bom funcionamento da estrutura de apoio.
* Criar, atualizar e manter bancos de dados administrativos e técnicos, sistemas de arquivamento (físico e digital), relatórios, registros e documentos de projeto.
* Utilizar com domínio ferramentas como Microsoft Office (Excel, Word, PowerPoint), além de sistemas corporativos como Ariba, Concur e SAP, aplicados à rotina de projetos de engenharia.
* Apoiar ações de comunicação interna e institucional, incluindo apresentações, materiais de divulgação e eventos corporativos, com atenção à identidade visual e linguagem técnica.
* Organizar viagens técnicas, visitas a obras e eventos externos, bem como gerenciar processos de reembolso e prestação de contas de despesas.
* Prestar suporte na elaboração, revisão e formatação de propostas técnicas e comerciais, em português e inglês, garantindo conformidade com os padrões da empresa.
* Auxiliar na gestão de contratos (clientes e fornecedores), controle de faturas, ordens de compra, notas fiscais e documentos administrativos vinculados a projetos de engenharia.
* Participar de reuniões de projeto, elaborando atas detalhadas, acompanhando pendências e contribuindo com o fluxo de informações entre áreas técnicas e administrativas.
* Coordenar a logística e estrutura de eventos internos, treinamentos e reuniões com stakeholders, internos e externos.
Atribuições Complementares:
* Apoiar a gestão de contratos com fornecedores técnicos e prestadores de serviço, assegurando cumprimento de prazos, escopos e condições contratuais.
* Atuar no controle e apresentação de indicadores administrativos e operacionais relacionados a projetos e desempenho da área.
* Colaborar na implementação e atualização de processos internos, fluxos administrativos e políticas da qualidade.
* Servir como elo entre os times técnicos (engenharia, projetos, produção) e as áreas de apoio (financeiro, compras, RH, jurídico), facilitando a integração das atividades.
* Conduzir o processo de onboarding de novos colaboradores, especialmente estagiários e engenheiros juniores, apoiando na logística de integração e acesso a ferramentas corporativas.
* Garantir a confidencialidade, organização e rastreabilidade de todos os documentos sob sua responsabilidade, com foco em compliance e boas práticas de gestão da informação.
At IPS, we are global leaders in developing innovative solutions for the consulting, architecture, engineering, project controls, procurement, construction management, and CQV of technically complex facilities, primarily in the life sciences industry. We are looking for a dedicated Senior Administrative Assistant to join our team at our office located in São Paulo, Brazil.
Key Responsibilities:
* Handle and direct phone calls, emails, and correspondence professionally and in fluent English, ensuring efficient communication with clients, suppliers, and national and international partners.
* Welcome visitors, suppliers, and external teams, providing logistical and administrative support to internal staff and engineers.
* Manage the control of office supplies, technical materials, and equipment, ensuring timely restocking and organized inventory.
* Maintain organized common areas and coordinate the supply of office and cleaning materials to support operational routines.
* Create, update, and maintain administrative and technical databases, physical and digital filing systems, reports, records, and project documentation.
* Proficiently use Microsoft Office tools (Excel, Word, PowerPoint), as well as corporate systems such as Ariba, Concur, and SAP, in support of engineering project routines.
* Support internal and institutional communication activities, including presentations, marketing materials, and corporate events, while adhering to branding and technical standards.
* Organize business travel, technical visits to construction sites, and external events, as well as manage reimbursement and expense reporting processes.
* Assist in the preparation, review, and formatting of technical and commercial proposals in both Portuguese and English, ensuring compliance with company standards.
* Support contract management (clients and suppliers), invoice control, purchase orders, and administrative documents related to engineering projects.
* Participate in project meetings by drafting detailed minutes, tracking action items, and facilitating communication between technical and administrative teams.
* Coordinate logistics and structure for internal events, training sessions, and meetings with internal and external stakeholder
Additional Responsibilities:
* Support the management of contracts with technical suppliers and service providers, ensuring compliance with deadlines, scopes, and contractual terms.
* Assist in controlling and presenting administrative and operational indicators related to projects and departmental performance.
* Collaborate in the implementation and continuous improvement of internal processes, administrative workflows, and quality policies.
* Serve as a link between technical teams (engineering, projects, production) and support departments (finance, procurement, HR, legal), promoting integration and workflow efficiency.
* Manage the onboarding process for new employees, especially interns and junior engineers, by organizing logistics, documentation, and access to corporate tools.
* Ensure the confidentiality, organization, and traceability of all documents under your responsibility, with a focus on compliance and best practices in information management.
Only candidates who meet the qualifications outlined in the job description will be considered by IPS.
Qualifications & Requirements
* Profissional com mais de 10 anos de experiência em rotinas administrativas no setor de engenharia, atuando no suporte direto a equipes
* técnicas, projetos multidisciplinares e áreas corporativas.
* Inglês fluente para comunicação com stakeholders internacionais, leitura de documentação técnica e suporte a relatórios e apresentações em língua inglesa
* Professional with over 10 years of experience in administrative routines within the engineering sector, providing direct support to technical teams,
* multidisciplinary projects, and corporate departments.
* Fluent in English, capable of handling communication with international stakeholders, understanding technical documentation, and supporting the preparation of reports and presentations in English.
About Us
IPS, a Berkshire Hathaway Company, is a global leader in developing innovative business solutions for the biotechnology and pharmaceutical industries. Through operational expertise and industry-leading knowledge, skill, and passion, IPS provides consultancy services, architecture, engineering, project controls, construction management, and compliance services that allow clients to develop and manufacture life-impacting products. Its newest acquisition, Linesight, specializes in cost, schedule, risk, program, and project management services in various market sectors, including data centers, life sciences, and high-tech industries. With the addition of Linesight, IPS has over 3,000 professionals in over 45 offices across 17 countries in the Americas, Europe, Asia Pacific, Southeast Asia, Australia, and the Middle East.
Specialties
Process Architecture, Process Design, Engineering, Construction, Commissioning, Qualification, LEAN Project Delivery, Strategic Master Planning, Energy Conservation Management, Project Controls, Program/Project Management, Operations/Logistics Strategy and Planning, EPCMV and Staffing Services.
All qualified applicants will receive consideration for employment at IPS without regard to race; creed; color; religion; national origin; sex; age; disability; sexual orientation; gender identity or expression; genetic predisposition or carrier status; veteran, marital, or citizenship status; or any other status protected by law. IPS is proud to be an affirmative action and equal opportunity employer.
Attention Search Firms / Third-Party Recruiters: IPS is not seeking assistance or accepting unsolicited resumes from search firms for employment opportunities with IPS. Regardless of past practice, all resumes submitted by search firms to any employee at IPS via email, the Internet, or directly to hiring managers at IPS in any form without a valid written search agreement in place for a specific position will be deemed the sole property of IPS, and no fee will be paid in the event a candidate is hired by IPS as a result of the referral or through other means.
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