Wärtsilä is hiring an Administrative Analyst to join our Office Administration team in a hybrid model, working 3 days per week in our Rio de Janeiro office. This role is designated for Persons with Disabilities (PCD).
What You'll Do
- Manage the operational process for the corporate VISA credit card for WBR employees, acting as the Administrator for the Citi Manager platform.
- Supervise the payment flow for AMEX BTAs for employees and external third parties.
- Manage the payment process for CLARO bills and act as backup contact with the mobile telephony management supplier (SETA).
- Monitor legal documents for Wärtsilä Brasil (in Rio, Niterói, Manaus, and Recife), tracking due dates and updates while coordinating with the responsible area.
- Process payments related to legal and administrative activities.
- Guide outsourced teams regarding office management and cleaning/maintenance staff to ensure proper management, maintenance, and cleaning of the kitchen, leisure areas, and common spaces.
- Support essential administrative resources: office suppliers, cleaning materials, and consumables for the VIC Office.
- Create purchase requisitions for administrative demands in WeBuy (office materials, kitchen items, cleaning supplies, equipment, systems, and outsourced cleaning/security/maintenance services) for WS Niterói and the VIC Office.
- Supervise payment flows for property-related taxes, such as IPTU, fire department fees, and all property-related fees for WS Niterói and the VIC Office.
- Monitor third-party contracts (cleaning, building maintenance, air conditioning maintenance, water cooler cleaning/maintenance), in addition to supervising activities related to office maintenance for WS Niterói and the VIC Office.
- Process payments via FI in SAP.
- Interact with the finance team regarding payment flows.
- Implement supplier contracts for maintenance managed by the Indirect Purchasing area and create purchase requisitions for these suppliers.
What We're Looking For
- A completed Bachelor's degree.
- Previous experience in administrative activities.
- Proficiency in Microsoft Office (Outlook, Teams, PowerPoint, and Excel).
- Advanced English proficiency.
Nice to Have
- A degree in Administration or related fields will be highly valued.
- Advanced Excel knowledge is a plus.
- Knowledge of SAP is desirable.
- Logical reasoning, numerical skills, and understanding of mathematical and financial concepts will be considered an advantage.
Technical Stack
- Microsoft Office: Outlook, Teams, PowerPoint, Excel
- SAP
- WeBuy
- Citi Manager
Team & Environment
You will be working within the Office Administration area.
Work Mode
This role operates on a hybrid model based in Rio de Janeiro, Brasil, with a schedule of 3 days in the office and 2 days remote.
At Wärtsilä we value, respect and embrace all our differences, and are committed to diversity, inclusion and equal employment opportunities; everyone can be their true self and succeed based on their job-relevant merits and abilities.
