Administrator

AVI-SPL, Inc.; Tampa (FL); On-site; USD 34,000 - 52,000; Full time

Job summary

AVI-SPL is seeking an organized Administrative Assistant to support the Office Location Leadership with a range of clerical tasks. The role involves following up on vendors, tracking orders, updating schedules, and acting as a point of contact for internal and external clients.

Strong Excel/Outlook skills and attention to detail are required. Responsibilities include preparing reports for regional reviews, coordinating internal projects, arranging travel, and maintaining filing systems.

Qualifications

• Minimum high school diploma or equivalent.
• 2–4 years’ experience as an Assistant or in a secretarial position.
• Experience in a global and/or matrix business environment is desirable.
• Excellent knowledge of Microsoft Office (Word, Excel, Outlook), Access, Visio and Adobe Acrobat.

Responsibilities

• Review, format and finalize reports and presentations for regional quarterly business reviews.
• Facilitate support functions within sales, operations, and regional leadership.
• Participate in internal projects for office locations.
• Act as contact between regional leadership and clients.
• Handle calls, take messages and route correspondence.
• Maintain calendars, arrange meetings and provide reminders.
• Take dictation/minutes and enter data.
• Make travel arrangements.
• Update organizational charts and enter sales/change orders in IT systems.

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Project

Adobe Acrobat

Access

Visio

Job description

Support Office Location Leadership with various administrative tasks

PO follow Admin’s primary job is to follow up with the vendors the day after a purchase order is issued and obtain an ETA or tracking information. Spreadsheets from the sales rep that will need to be filled out in a timely manner with tracking/ETA information. The position is also responsible for obtaining availability on parts when asked by a sales rep. The position will also be back up for an SOF processor who is out on PTO or on days that where an extra hand is needed. There will be other admin work added as needed. This position will also be answering phones and helping customers with their requests or transferring to a sales rep. There will be other admin work added as needed.

Must be very organized, and comfortable using excel, and Outlook emails, as well as the internet

Job Summary

• Support Office Location Leadership with various administrative tasks

Essential Duties and Responsibilities

• Review, format and finalize reports and presentation for regional quarterly business reviews
• Facilitate numerous support functions within our sales, operations, and regional leadership
• Participate and support numerous internal projects for the office locations
• Act as the point of contact between the regional leadership and internal/external clients
• Undertake the tasks of receiving calls; take messages and routing correspondence
• Handle appropriate requests and queries; working closely with various departments
• Maintain calendars; arrange meetings and appointments; provide reminders ensuring regional leadership are kept in the loop and on track
• Take dictation/minutes from various internal meetings and accurately enter data
• Make travel arrangements
• Work closely with regional leadership to update organizational charts
• Enter sales orders and change orders in appropriate IT system
• Develop and carry out an efficient documentation and filing system
• Maintain current and acceptable procedures for all assigned task
• Other duties assigned as needed

Skills and Abilities

• Ability to negotiate conflict and maintain constructive working relationships with people at all levels of the organization.
• Excellent structured problem-solving skills.
• Ability to balance multiple tasks with changing priorities.
• Ability to work and think independently and ensuring to meet deadlines.
• Strong organizational skills and excellent attention to detail.
• Must have clear and professional communication skills (written and oral) both internally and externally.
• Effective communication and interaction with employees, clients, and colleagues and the ability to work effectively with all levels of the organization.
• Demonstrated customer service focus and client communication skills.
• Ability to handle sensitive and confidential information.
• Excellent knowledge of Microsoft Office (Word, Excel, Outlook), Microsoft Project and Adobe Acrobat.

Education and/or Experience

• Minimum High school diploma or equivalent
• Minimum 2-4 years’ experience as an Assistant or in similar secretarial position; preferably in the construction industry
• Experience in an global and/or complex matrix business environment is desirable
• Excellent knowledge of Microsoft Office (Word, Excel, Outlook), Access, Visio, Adobe Acrobat

Working Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job operates in a professional office environment. This role uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The work environment is generally moderate in noise (inter-office conversations and computers/printers).

Physical Requirements

The physical demands of this position are those that are necessary to meet the responsibilities and essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• This position regularly requires employees to sit, walk, and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment

Direct Reports

• This position does not have direct reports

Work Hours

AVI-SPL reserves the right to alter work hours and work location as deems necessary

AVI-SPL is an Equal Opportunity Employer/AA/Disabled/Veteran Protected
VEVRAA Federal Contractor