MANUAL Code:

Revision :
FUNCTION'S MANUAL Date :

Manual Code: SGI-MF

Publication: February 14, 2013 INTEGRATED
Edition: 02 MANAGEMENT SYSTEM
Revision: 01 Collaborator: SGI-GG/001
job title MANAGEMENT ASSISTANT
Supervised by: General management
Supervises:
General Management, GIS Coordinator, Administration, Accounting, Sales and
Internal Relations Services, Logistics, Human Resources, IT
Potential clients, according to orders from the General Management and national and
External Relations
international suppliers.
Support in the management of documentation, as well as in the coordination
Purpose of the position
delegated by management.

Functions and responsibilities:

 Receive, classify, register, dispatch, process and archive documentation addressed to the company, selecting the
personal and official correspondence of the Manager and competent personnel.
 Write simple correspondence or take dictation or type the documents provided by the Manager and submit them
for consideration for signature.
 Record and control quotes, sales contracts and national and international sales operations of the department.
sales and services.
 Receive and send quotes from clients and suppliers.
 Maintain general control of sales and service orders for work in progress and completed.
 Open the respective codes for the work orders for sales and services to be carried out and communicate them to
the different departments.
 Issue, record and control sales invoices.
 Present and track the statuses and invoices of the work completed in the client companies, for confirmation and
corresponding approval.
 Pre-preparation of petty cash. Cash-banks, and general cash
 Payment to suppliers through checks, account deposits and control of interbank telecredits.
 Carry out travel and management expense settlements.
 Verify that the Travel Expenses detailed in your settlement are with the receipt or supporting document in
accordance with the service commission made.
 Keep detailed control of the manager's travel and support sales representatives.
 Carry out Imports: coordinate with foreign suppliers, draft correspondence, customs procedures and other
procedures.
 Support in making quotes and contacting international suppliers of equipment, materials, etc. (imports).
 Inputs information from invoices and other expense documents (food, materials, supplies, equipment), to the
work summary or cost center.
 Request insurance policies for personnel, vehicles and company assets.
 Follow up on sales representatives to ensure that they comply with downloading information to the company's
internal network
 Write reports and dictates of general management.
 Serve the public and staff who come to Management by appointment or coordination and keep the book of
interviews, commitments, records of telephone calls and visits by the Manager.
 Ensure the adequate supply of materials and stationery or other supplies for Management and related offices, as
well as the maintenance and conservation of their installed capacity.
 Know and comply with the regulations, manuals, standards and devices of Management that are related to the
operation of the transportation service.
 Coordinate meetings, make appointments, receive and attend to matters related to management.
 Place orders for office supplies and control their stock.
 Archive Management correspondence and documentation.

INTEGRATED MANAGEMENT SYSTEM CONFIDENTIAL

 MANUAL Code:
Revision :
FUNCTION'S MANUAL Date :

 Other tasks assigned by management.

JOB PROFILE
Function Similar Positions, Teamwork
Time 1.5 years
Languages Spanish – Technical English
Software Knowledge of word processors and spreadsheets, in a Windows
environment, Word, Excel, Power Point, email, handling of
AutoCAD.
COMPETENCES
Competencies Degree
 High adaptability/flexibility Essential
 Pressure tolerance Essential
 Learning capacity Essential
 Customer orientation (internal and/or external) Essential
 Collaboration Essential
 Openness/Reliability/Integrity Important
 Initiative Essential
 Development of relationships with clients Essential
(internal and/or external) Essential
 Planning and organization skills Essential
 Problem resolution Essential
 Responsibility Essential

INTEGRATED MANAGEMENT SYSTEM CONFIDENTIAL