Communications Intern – São Paulo

Processing and detailed tracking of invoices for the Communications Department (A&P and costs associated to co-op budget):

• Registration of all new vendors in the system.
• Receipt of vendor invoices and classification accordingly.
• Preparing and submitting supplier selection forms.
• Deal with the invoice processing and payment from beginning to end.
• Carry out advance payment processes, when needed.
• Inform internal teams of external suppliers on a monthly basis about the invoice issuance and processing calendar.
• Weekly tracking of all invoices processed, pending processing and in progress.

Key Responsibility 2: Finance

Support The Communication Coordinator In Controlling The A&P Budget

• Monthly analysis of the Ledger, ensuring that all costs in the area were accounted for correctly.
• Feeding internal budget control in order to ensure clear status visibility of each area (Media / PR&Events / VM / Depreciation / Editions / Salesforce).
• Review, with the financial department, whenever there is a need to reclassify costs or request more detailed information.
• Carrying out the accrual budget process during the closing of the fiscal year and correct accounting after receipt of invoices in the following fiscal year.

Key responsibility 3: ADMIN

Gifts & Press/events Materials Control

• Maintain database of journalists and KOLS birthdays and coordinate the delivery corresponding congratulatory gift.
• Keep gift stock control up to date.
• Ensure excellent storage conditions for gifts and event materials (uniforms, furniture, WMC materials, etc.) in the warehouse.
• Support with the maintenance of PR&Events materials such as washing uniforms, wrapping and handling gifts for events, etc.

Key Responsibility 4: ADMIN

Serve as a key liaison for the organization of the team’s administrative tasks:

• Responsible for the creation of team’s visual aid presentations for internal purposes including Monthly Business Review.
• Assist in the creation of graphics and video assets for internal reporting as well as events, if needed.
• Organizes all shipping including local messengers; ensures that shipments executed at a high standard.

Education

• Marketing, Publicity, Administration or similar students available from 10 AM to 5 PM.

Required Experience

• No prior experience is necessary.
• Previous experience in similar roles is a plus.

Technical Skills / Abilities

• Excellent management of Excel
• Proficiency in PowerPoint and Microsoft Teams.
• Mandatory English.

Personal Skills

The successful candidate will have the following personal qualities:

• Superior planning and organizing skills; ability to prioritize and plan work activities; ability to multi-task.
• Highly self-motivated with sharp attention to detail and strong focus on execution & rigorous implementation.
• Adapts quickly to change and last-minute requests as needed.