Administrative Assistant – Coverage and Absence Management

Description

**Description:** ---------------- **Are you passionate about customer service and marketing?** At Grupo MAS, we are seeking an Administrative Assistant – Coverage and Absence Management who wants to join this challenge, bringing an operational, analytical, and customer-oriented perspective, as well as expertise in personnel coverage and absence management. **JOB RESPONSIBILITIES** **1\. Absence Incident Management:** **Monitor and record absences, medical leaves, permits, and tardiness via the incident portal.** **Validate supporting documentation (e.g., medical certificates, justifications, etc.).** **Coordinate with middle management and affected departments to assess operational impact.** **2\. Coverage of Vacant Positions:** **Initiate immediate coverage processes in cases of unplanned absences.** **Contact and assign substitutes according to required profiles and availability.** **Maintain a database of available personnel (substitution pool or job bank).** **Inform departments of operational changes and newly assigned staff.** **3\. Employee Record Management:** **Update contractual information, personal data, roles, and departments in the HR system.** **Create new employee records for onboarding, ensuring correct documentation and archiving.** **Track contract expirations, renewals, and extensions.** **4\. Working Hours and Shift Schedule Management:** **Record and process changes to working hours, including extensions or reductions, and shift patterns.** **Coordinate with workforce planning to validate new time-based assignments.** **Communicate and document contractual changes resulting from working-hour modifications.** **5\. Internal Communication and Coordination:** **Serve as liaison between employees, middle management, and the payroll department.** **Ensure prompt and professional responses to inquiries regarding absences or coverage.** **Prepare periodic reports on absenteeism rates and coverage efficiency.** **Internal Customer Relationship (Employees)** **Monitor area managers’ satisfaction regarding assigned personnel.** **Coordinate urgent onboarding and substitution activities.** **Resolve workplace labor incidents.** **Provide basic advisory support on labor regulations and collective agreement application.** **Technical Knowledge and Competencies:** **Proficiency in incident or HR management portals (e.g., SAGE, A3, SAP HCM, Meta4, etc.).** **Up-to-date knowledge of labor regulations: types of contracts, justified absences, paid/unpaid leave, etc.** **Proficiency in office tools (Excel, Word, email).** **Knowledge of schedule, roster, and shift management.** **Personal Skills:** **Ability to resolve incidents quickly.** **Organizational skills, attention to detail, and ability to manage multiple tasks simultaneously.** **Proactivity and service orientation.** **Clear and assertive communication.** **Teamwork and interdepartmental collaboration.** **Requirements:** --------------- Education: Bachelor’s degree in Labor Relations, Psychology, Human Resources, or related field. Complementary training in labor management, payroll, or HR tools.