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Administrative Assistant

Tellus Solutions

  • Colorado Springs, CO
  • 30+ days ago

    Highlights

    2. Global Travel & Expense ManagementComprehensive Travel Planning: Coordinate complex domestic and international itineraries, including flights, hotels, and ground transportation (e.g., Avis/rental cars). Skills: Complex Itinerary Management: Skill in coordinating multi-city international trips, including buffer times for customs, ground transport, and time zone shifts.

    Numbers & Facts

    LocationColorado Springs, CO

    Description

    Duties:
    1. Procurement & Logistics
    • Parts & Inventory Management: Facilitate the ordering of specialized hardware, lab components, or office supplies. This includes tracking lead times, managing vendor relationships, and ensuring deliveries reach the correct internal teams.
    • CAPEX Administration: Manage the end-to-end Capital Expenditure (CAPEX) approval workflow. Ensure all justification documentation is attached, track approvals through the system, and flag any delays to meet budget cycles.

    2. Global Travel & Expense Management
    • Comprehensive Travel Planning: Coordinate complex domestic and international itineraries, including flights, hotels, and ground transportation (e.g., Avis/rental cars). Manage visa requirements and ensure alignment with corporate travel policies.
    • Expense Processing: Compile and submit detailed trip expense reports. Verify receipts against corporate card charges and reconcile accounts to ensure timely reimbursement.
    • Approval Workflow: Review and route travel requests and expense reports for the broader team, ensuring all submissions meet internal audit standards before final sign-off.

    3. Executive Operations & Agendas
    • Calendar & Agenda Management: Proactively manage calendars to resolve conflicts. Prepare and distribute agendas for staff meetings, quarterly business reviews (QBRs), or technical deep dives.
    • Meeting Facilitation: Record minutes, track action items to completion, and ensure the leadership team is fully briefed with necessary pre-read materials.
    • Correspondence: Draft and proofread professional communications for internal announcements or external partner coordination.

    4. Technical & Team Support
    • Project Tracking: Assist in monitoring departmental milestones, particularly those involving cross-functional teams like Sales, Marketing, or Engineering.
    • Event Coordination: Organize logistics for team-building events, customer visits, or presence at industry conferences (e.g., DesignCon).

    Skills:
    • Complex Itinerary Management: Skill in coordinating multi-city international trips, including buffer times for customs, ground transport, and time zone shifts.
    • Expense Compliance: A "hawk-eye" for detail to ensure all submissions align with corporate audit policies to avoid reimbursement delays.
    • Travel Platform Proficiency: Working knowledge of Concur
    • Discretion & Diplomacy: Handling sensitive CAPEX requests or travel budgets requires a high level of confidentiality.
    • Advanced Excel/Sheets: For tracking part numbers, lead times, and budget spreadsheets using pivot tables or VLOOKUPs.
    • Project Management Tools: Proficiency in Microsoft Project to track team action items from meetings.
    • Collaboration Suites: Proficiency-level use of Microsoft 365 or Google Workspace (specifically shared calendars and complex document permissions).

    Education:
    • High School Diploma
    • 2 year degree preferred

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