Administrative Assistant

Brazil

Full Time

Mid Level

Company Overview

For over 20 years, FoodChain ID has been a leader in the New Food industry, helping companies meet the rising demand for transparency, accountability, safety, and sustainability. Our services include Non-GMO Project verification, USDA Organic certification, BRC and SQF certification, and more. Today, more than 30,000 companies across 100+ countries rely on FoodChain ID to ensure product integrity and food chain safety and transparency—one client, one product at a time.

Position Overview

- Provide administrative and operational support to the global HR team
- Ensure accuracy and timeliness of HR processes, data entry, and system updates
- Coordinate onboarding, meetings, and internal communications to enhance the HR function
- Handle sensitive employee information with confidentiality and discretion
- Flexible role with potential to transition from part-time to full-time hours

Key Responsibilities

Meeting & Onboarding Support

- Schedule HR team meetings, maintain notes, and track action items
- Coordinate IDer Success onboarding sessions, orientations, and interview logistics

HR Systems Administration

- Maintain Pingboard org chart and employee records
- Enter new hire data, including I-9s and background checks
- Create and update employee files in shared systems
- Submit IT tickets for onboarding and offboarding processes

HR Data & Reporting

- Generate and distribute reports as requested
- Support syncing of IT organizational structure with HR systems and Azure directory

TouchPoints & Performance Cycle

- Organize and maintain TouchPoint folders for performance conversations
- Process Personnel Action Forms (PAFs) for annual bonus and merit increases
- Produce and distribute Bonus and EBIP letters annually

Recruiting System Support

- Update and sync data across recruiting platforms (LinkedIn, fcid.com, the insIDer, Handshake)
- Maintain accurate candidate records for consistent tracking and communication

Employee Communication & Access

- Draft and send CEO welcome letters and IDer cards for US-based associates
- Manage Paycom user access for employees and clients

Inbox & HR Team Operations

- Manage the shared HR inbox and route inquiries to Benefits, Payroll, Careers, or HRBPs
- Process time-off approvals for US-based HR team members in Paycom

Qualifications

- Fluency in English

- Strong attention to detail and organizational skills

- Skilled in Microsoft SharePoint, Teams, and Advanced Excel

- Comfortable adopting new technologies and learning software quickly

- Tech-savvy professional with strong ability to troubleshoot and adapt to new tools

- Ability to handle confidential information appropriately
- Experience in a remote environment preferred

Preferred Qualifications

- Administration or support experience.

Location

Remote in Brazil (Preferred availability within Central Time Zone hours)

Hours

The standard work schedule consists of 44 hours per week

Payment

In Brazilian Real (R$)

Offered Benefits

Health Plan
Caju Benefits Card
Birthday Day Off
Wellhub (formerly Gympass) + Nutrition + Psychology
Group Life Insurance: Ensures safety and protection for the employee and family.
Annual Bonus
EBIP (Equity-Based Incentive Plan)

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Please answer the questions in English. Our system includes artificial intelligence identifiers, so please do not use AI tools to respond to the questions.*

What is your level of English proficiency?*

How would you describe your level of English proficiency? Please include any relevant experience using English in a professional setting.*

Why are you interested in this position?*

Which of these countries do you live in?*

Are you available to work full-time? (8:48 hours per day - CLT)*

What are your salary expectations per month? (In "R$" Brazilian Real/em reais)*

How do you handle confidential information in a professional environment?*

Do you have 2+ years of office administration, coordination, or support experience?*

Are you familiar with Microsoft SharePoint, Teams and Excel? If yes, please specify which ones and your level of proficiency.*

Are you familiar with any HR related systems or software (including employee files, payroll, performance management, talent acquisition, recruiting, time & attendance systems)? If yes, please specify which ones and your level of proficiency.*

Did your application come through a referral from a FoodChain ID employee? If so, what is the employee's full name?*

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Administrative Assistant

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