Team Lead - Tallahassee, United States - AVI-SPL

Description

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Job Summary

Support Office Location Leadership by coordinating various administrative tasks among office team.

This position is responsible for ensuring administrative operational effectiveness and recommends process improvements as needed to best serve the local office and customers.

Essential Duties and Responsibilities

Coordinate administrative responsibilities among other administrators at the office
Review administrative processes and recommend improvements as necessary
Responsible for overflow of work as dictated by business needs
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
Bachelors degree in Marketing, Business Administration or similar or related field is a plus
Minimum 2-4 years experience as an Assistant or in similar secretarial position; preferably in the construction industry. Similar Team Lead experience is preferred
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

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