Office Administrator

Description

Administrative in general

• updating administrative accounts control;
• sending bills for payment to HLB; filling of vacation request forms;
• archive employee documents; filling of reimbursement of employee expenses forms;
• registration and purchase of tickets for events and conferences;
• keeping vacation employees’ period update; Make travel arrangements and manage expenses
• purchase of office supplies; contact with IT staff in Sao Paulo (3A Plus) and in Paris;
• contact with Hearing Center for assistance in organizing hearings or events, purchase of coffees for events and meetings;
• scheduling meetings, receiving visitors and requesting water and coffee;
• sending office documents via post, DHL and courier;
• archive general documents;
• meeting with the Deloitte audit team;
• upload of documents on Deloitte systems for audit purposes;
• requesting administrative documents to Paris; keeping contracts suppliers updated;
• responsible for requesting equipment and login access for new employees;
• arrange interviews; responsible for helping new interns;
• booking reservations for events; requesting for documents translation.

Related to cases

Financial

• filling of payments forms : arbitrator’s fees and expenses, partie’s reimbursements, expenses related to hearings;
• sending e-mails requesting the issuance of invoices to arbitrators, possibly requesting cancellation or any modification;
• request for accounting report for HLB;
• e-mail requesting payment’s forms approval for Paris;
• e-mail requestinsg payment of the arbitrator’s fees and expenses for HLB;
• updating the Arbitration Account of cases (registration fee, AOC, AOF, expenses);
• requesting for the issuance of invoices for HLB referring to the administration fees;
• closing of foreign exchange payments from arbitrators or parties;
• reconciliation of payments received on Santander bank account and update the general accounting report.

Administrative activities

• sending AWDs for the parties, preparing sentence covers;
• archive physical and electronic documents and emails;
• sending and tracking documents via Correios, DHL and courier, updating the document sending control;
• Icabase updates (status, payments, contract and clauses, arbitrators, amount in dispute)
• monitoring the organization of hearings at the Hearing Center, eventually working at the reception, requesting coffee;
• monitoring of agendas.;
• keeping closed cases updated.

Requirements

• be well organised, efficient, and able to work autonomously with initiative
• have excellent computer skills (mainly Word, Outlook, Teams and PowerPoint)
• be able to work in a multicultural team
• be able to juggle working on several tasks simultaneously
• have some administrative experience with strong attention to detail
• be proficient in English (oral and written)