Administrative Assistant – Dedicated Management

MDS Group

Assistente Administrativo providing operational support for occupational health activities. Responsible for scheduling exams and maintaining client health records compliance.

Posted 6/14/2026full-timeRio de Janeiro • 🇧🇷 BrazilMid-LevelSeniorWebsite

About the role

Key responsibilities & impact

Schedule occupational medical examinations (pre-employment, periodic, return-to-work, change of occupational risk and pre-termination) by collecting and verifying employees' registration and occupational information to ensure correct referral to accredited clinics and compliance with legal deadlines.
Monitor the expiration of periodic examinations and legally required programs using spreadsheets, the SOC system and deadline alerts to prevent non-conformities 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, ensuring the integrity and consistency of administrative and health information.
Interface with the accredited network to schedule examinations by sending information, controlling attendance confirmations and receiving digital medical records, ensuring proper processing of requests, audits and delivery of ASOs (Occupational Health Certificates) within defined deadlines.
Support the organization of technical visits by scheduling dates with clients to help meet legal requirements and ensure smooth updates to programs.
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 follow up on the case, ensuring compliance with internal policies and current legislation.
Support periodic meetings with client companies by preparing agendas, reports and supporting materials to help align information and monitor ongoing contracts.
Assist in resolving client company issues with internal departments by tracking requests and updating information among stakeholders to ensure timely and accurate handling of administrative and operational demands.
Perform other related duties inherent to the role as required, through training, professional development and guidance from the immediate supervisor to ensure continuous professional growth.

Requirements

What you’ll need

High school diploma;
Experience in administrative routines, preferably in occupational health;
Proficiency in Microsoft Office, especially Excel;
Good written and verbal communication, 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

Comp & perks

Health and Dental Insurance
Meal and/or Food Voucher
Transportation Voucher
Profit sharing (PLR)
Gympass
Day off
Apoio Pass support for you and your dependents
Discounts on personal insurance products such as auto, life, home, travel and others.

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

administrative routinesoccupational health management systemsdata verificationrecord keepingschedulingreport preparationclient database managementmedical certificate managementcompliance monitoringdeadline management

Soft Skills

communicationorganizationresponsibilityattention to detailclient assistanceproblem-solvinginterpersonal skillsprofessional developmentteam collaborationtime management

Certifications

high school diploma