Administrative Assistant

Motiva

Administrative Assistant managing payment workflows and supporting project governance activities in mobility infrastructure company. Contributing to operational tasks and documentation management in São Paulo.

Posted 4/16/2026full-timeSão Paulo • 🇧🇷 BrazilMid-LevelSeniorWebsite

About the role

Key responsibilities & impact

Monitor and record payment flows to suppliers and subcontractors, as well as track contractual deadlines, insurance and guarantees, ensuring updates and alerts for relevant expirations;
Log and track contractual notifications and formal communications, and manage organization of documents, schedules, meeting minutes and reports;
Schedule meetings, prepare agendas, draft minutes and perform follow-ups;
Support demand tracking, project status and deadlines with the involved areas;
Assist governance activities, such as consolidating information for committees and executive forums;
Organize, update and maintain files in cloud storage environments (SharePoint or similar);
Consolidate information for management reports and create control and monitoring indicators;
Support updating control spreadsheets and databases;
Interface with corporate areas to provide operational support (finance, contracts, procurement, HR, etc.), when applicable.

Requirements

What you’ll need

University degree in progress in Administration, Engineering, Economics or related fields
Intermediate knowledge of Microsoft Office suite, with emphasis on Excel and PowerPoint
Experience with cloud document storage and management tools (SharePoint or similar)
Previous experience in administrative routines involving: tracking processes, measurements and/or payments to suppliers
Collaborative, proactive profile with strong ability to work with multiple demands
Basic knowledge of contract management
Familiarity with PMO routines or project control
Basic understanding of cost control
Experience creating simple reports and monitoring indicators

Benefits

Comp & perks

Medical and hospital assistance (healthcare plan)
Dental assistance
Life insurance
Meal or food allowance
Transportation allowance or on-site parking
Private pension plan
Extended parental leave: 180 days maternity and 20 days paternity
Childcare assistance
Wellhub (Gympass)
Birthday day off
PLR (Profit-sharing or results-based bonus)
Flexible working hours policy, and more!

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

contract managementcost controlreport creationmonitoring indicatorsadministrative routinesprocess trackingpayments trackingproject controlExcelPowerPoint

Soft Skills

collaborativeproactiveability to work with multiple demands