Administrative Assistant – Occupational Health
MDS Group
full-time
Posted on:
Location Type: Hybrid
Location: Rio de Janeiro • 🇧🇷 Brazil
Visit company websiteJob Level
Mid-LevelSenior
About the role
- Schedule occupational health examinations (pre-employment, periodic, return-to-work, change in occupational risk, and dismissal) by collecting and verifying employees' registration and occupational information to ensure proper referral to accredited clinics and compliance with legal deadlines.
- Monitor expiry dates of periodic examinations and legally required programs using spreadsheets, the SOC system, and deadline alerts to prevent non-compliance and keep records updated according to legal requirements.
- Update client databases in the SOC system by importing, verifying, and periodically consolidating spreadsheets and any additional alignments to ensure the integrity and consistency of administrative and health information.
- Interface with the accredited clinic network to schedule examinations by sending information, tracking attendance confirmations, and receiving digital medical records to ensure the proper flow of requests, audits, and delivery of Occupational Health Certificates (ASOs) within established deadlines.
- Assist in organizing technical visits by scheduling dates with clients to help ensure legal compliance and the smooth progress of program updates.
- Manage the flow of medical certificates and employee leaves by receiving, verifying, and registering certificates in the system, and liaising with the occupational physician to provide appropriate guidance to the client and monitor cases, ensuring compliance with internal policies and current legislation.
- Support periodic meetings with client companies by preparing agendas, reports, and supporting materials to contribute to information alignment and contract monitoring.
- Assist in resolving client company open issues with internal departments by tracking requests and updating information among stakeholders to ensure prompt and accurate handling of administrative and operational demands.
- Perform other related professional duties inherent to the role as required by the area, including participation in training and guidance from the immediate supervisor, to ensure continuous professional development.
Requirements
- High school diploma (complete).
- Experience in administrative routines, preferably in occupational health.
- Proficient in Microsoft Office, especially Excel.
- Good written and verbal communication skills, with the ability to assist internal and external clients clearly and courteously.
- Organized, responsible, and detail-oriented.
- Knowledge of occupational health management systems (such as SOC) is desirable.
Benefits
- Health and dental insurance
- Meal and/or food allowance
- Transportation allowance
- Profit-sharing bonus (PLR)
- Gympass
- Day off
- Apoio Pass for you and your dependents
- Discounts on personal insurance purchases such as auto, life, home, and travel insurance, among others.
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
administrative routinesoccupational health examinationsdata verificationrecord managementmedical certificate managementclient database managementreport preparationschedulingcompliance monitoring
Soft skills
communication skillsorganizational skillsdetail-orientedresponsibilityclient assistance
Certifications
high school diploma