Assistant.Administrative.I

The Administrative Assistant I will provide essential support to the Inspection department by managing purchase orders, handling documentation, and ensuring the traceability of all records. This position involves coordinating with internal teams, managing correspondence, and adhering to corporate administrative policies. The incumbent will contribute to the efficiency of office operations and maintain the high standards of quality that characterize National Oilwell Varco.

• • Comply with company policies and quality standards.
• • Manage the electronic file and reports of the inspection and repair department.
• • Request and respond to airline ticket requests according to approvals.
• Request and respond to hotel reservations according to approvals.
• • Receive and deliver internal correspondence for the administrative division.
• • Send correspondence according to internal needs (operational bases, clients, suppliers).
• • Assist in receiving and subsequently delivering updates received from operational bases with the respective approval signatures.
• • Ensure all physical and electronic administrative files required to support audit processes are maintained.
• • Ensure communication and visits to the division are conducted in advance of the scheduled visit.
• • Place orders for stationery and supplies for the administrative area of ​​the inspection division, as well as requisitions related to the Bogotá inspection administrative office. • Manage inactive files, handling all shipping and storage procedures when obsolete documentation is sent.
• • Provide support to Management in administrative procedures related to filing, expense accounts, correspondence, and reservations.
• • Perform other duties as assigned by your immediate supervisor.
• • Facilitate the process of contacting suppliers, collecting documentation, reviewing it, and creating it in TPH for Peru and Colombia.
• • Receive requisitions from the bidding documents.
• • Request quotes and select suppliers for purchases and services requested by the bidding documents.
• • Prepare purchase orders.
• • Assist in coordinating freight transport.
• Process purchase order requests and closures for Quality Assurance, HSE, and Peru. • Manage the approval process for international requisitions.
• • Assist in reviewing customer reports and uploading them to the Siproe platform.
• • Generate commercial certificates requested by suppliers.
• • Complete update and creation forms requested by suppliers.
• • Process supplier re-evaluations (review of existing suppliers, document collection, completion of re-evaluation forms, and preparation of letters to send to suppliers).
• • Prepare minutes of meetings held with suppliers and at the Yopal and Villavicencio offices.
• • Process applications and issue credit cards to new employees and manage credit limit increases.
• • Request annual rate updates for transportation providers.
• • Process advance payments for the Yopal and Villavicencio offices, insurance, and HSE departments.
• Technician, technologist or professional in operational, administrative and/or related fields
• Minimum 1 year of experience in an administrative or office support role.
• Knowledge of document control principles and filing best practices.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), sistem Jde Edwards is a plus.
• Strong organizational skills and attention to detail.
• Effective written and verbal communication skills in Spanish; basic English proficiency.
• Ability to prioritize tasks and meet deadlines in a fast‑paced environment.
• Team player with a proactive attitude and problem‑solving mindset.
• Familiarity with corporate safety and confidentiality policies.
• Basic computer literacy for using document management systems.