Description
Administrative in general
1. updating administrative accounts control;
2. sending bills for payment to HLB; filling of vacation request forms;
3. archive employee documents; filling of reimbursement of employee expenses forms;
4. registration and purchase of tickets for events and conferences;
5. keeping vacation employees’ period update; Make travel arrangements and manage expenses
6. purchase of office supplies; contact with IT staff in Sao Paulo (3A Plus) and in Paris;
7. contact with Hearing Center for assistance in organizing hearings or events, purchase of coffees for events and meetings;
8. scheduling meetings, receiving visitors and requesting water and coffee;
9. sending office documents via post, DHL and courier;
10. archive general documents;
11. meeting with the Deloitte audit team;
12. upload of documents on Deloitte systems for audit purposes;
13. requesting administrative documents to Paris; keeping contracts suppliers updated;
14. responsible for requesting equipment and login access for new employees;
15. arrange interviews; responsible for helping new interns;
16. booking reservations for events; requesting for documents translation.
Related to cases
Financial
17. filling of payments forms: arbitrator’s fees and expenses, partie’s reimbursements, expenses related to hearings;
18. sending e-mails requesting the issuance of invoices to arbitrators, possibly requesting cancellation or any modification;
19. request for accounting report for HLB;
20. e-mail requesting payment’s forms approval for Paris;
21. e-mail requestinsg payment of the arbitrator’s fees and expenses for HLB;
22. updating the Arbitration Account of cases (registration fee, AOC, AOF, expenses);
23. requesting for the issuance of invoices for HLB referring to the administration fees;
24. closing of foreign exchange payments from arbitrators or parties;
25. reconciliation of payments received on Santander bank account and update the general accounting report.
Administrative activities
26. sending AWDs for the parties, preparing sentence covers;
27. archive physical and electronic documents and emails;
28. sending and tracking documents via Correios, DHL and courier, updating the document sending control;
29. Icabase updates (status, payments, contract and clauses, arbitrators, amount in dispute)
30. monitoring the organization of hearings at the Hearing Center, eventually working at the reception, requesting coffee;
31. monitoring of agendas.;
32. keeping closed cases updated.
Requirements
33. be well organised, efficient, and able to work autonomously with initiative
34. have excellent computer skills (mainly Word, Outlook, Teams and PowerPoint)
35. be able to work in a multicultural team
36. be able to juggle working on several tasks simultaneously
37. have some administrative experience with strong attention to detail
38. be proficient in English (oral and written)