Administrative Assistant – Occupational Health

Role Overview

• Schedule occupational medical examinations (pre-employment, periodic, return-to-work, change in occupational risk, and termination) by collecting and verifying employees' registration and occupational information to ensure correct referral to accredited clinics and compliance with legal deadlines.
• Monitor expiration dates for periodic examinations and legally required programs using spreadsheets, the SOC system, and deadline alerts to prevent non-conformities and keep records up to date in accordance with legal requirements.
• Update client databases in the SOC system by periodically importing, verifying, and consolidating spreadsheets and additional alignment inputs to ensure the integrity and consistency of administrative and health information.
• Interface with the accredited network to schedule examinations by sending information, tracking appointment confirmations, and receiving digital medical records to ensure proper handling of requests, audits, and delivery of Occupational Health Certificates (ASOs) within defined deadlines.
• Support the organization of technical/site visits by scheduling dates with clients to help ensure compliance with legal requirements and the proper execution of program updates.
• Manage the flow of medical certificates and absences by receiving, verifying, and registering certificates in the system, and liaising with the occupational physician to provide appropriate guidance to the client and follow up the case, ensuring compliance with internal policies and current legislation.
• Support periodic meetings with client companies by preparing agendas, reports, and support materials to help align information and monitor ongoing contracts.
• Assist in resolving client-company pending issues with internal areas by tracking requests and updating information among stakeholders to ensure prompt and accurate handling of administrative and operational demands.
• Perform other related duties inherent to the position as needed, through training, professional qualification, and guidance from the immediate supervisor to ensure continuous professional development.

Requirements

• High school diploma or equivalent;
• Experience in administrative routines, preferably in occupational health;
• Proficiency in Microsoft Office, especially Excel;
• Good written and verbal communication skills, with the ability to serve internal and external clients clearly and courteously;
• Organized, responsible, and attentive to detail;
• Knowledge of occupational health management systems (e.g., SOC) is desirable.

Benefits

• Health and dental insurance
• Meal and/or food allowance
• Transportation voucher
• Profit sharing (PLR)
• Gympass
• Day off
• Apoio Pass support for you and your dependents
• Discounts on personal insurance products such as auto, life, home, travel, among others.