Administrative Assistant 3 at wex

Proposed Job Description – Administrative Assistant (Finance & Facilities)

Position Summary
The Administrative Assistant will provide operational and transactional support to the Finance & Facilities team, ensuring smooth daily operations and timely processing of payments, requests, and documentation. This role will handle routine tasks, freeing up the Financial Analyst to focus on strategic and compliance-related responsibilities.

Key Responsibilities

• Finance Operations

  • Process vendor and employee payments accurately and on time.

  • Manage the finance team’s email inbox, triaging and responding to requests.

  • Organize and file invoices, receipts, and supporting documentation.

  • Track payment statuses and follow up on pending issues.

• Facilities Operations

  • Coordinate day-to-day facility services (cleaning, maintenance, supplies).

  • Schedule repairs, preventive maintenance, and service visits.

  • Maintain office supply inventory and handle procurement of small orders.

• Procurement Support

  • Prepare purchase requests and process purchase orders.

  • Maintain supplier contact lists and update vendor records.

• Labor & Health Safety Support

  • Schedule safety inspections and training sessions.

  • Maintain safety documentation and reports.

• Administrative Support

  • Assist with meeting scheduling, agenda preparation, and note-taking.

  • Prepare basic reports and data for analysis by the Financial Analyst.

Qualifications

• High school diploma or equivalent (technical/business administration coursework desirable).

• Experience in administrative, finance, or operations roles preferred.

• Strong organizational skills and attention to detail.

• Ability to manage multiple tasks in a fast-paced environment.

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).

• Fluent in Portuguese; basic English preferred.