Description:
Job Location
This position works in an office environment in Tampa, Florida.
The Company
TFS Global, an OnPoint Company, is the nation’s largest provider of brand-independent facilities, fleet, and asset management services for companies in the manufacturing, distribution, healthcare, hospitality, and numerous other industries. OnPoint Group is a fast-paced and ever-changing company and has been awarded the Best Managed Companies Award by Deloitte and WSJ for three years running, as well as having been named to the Inc. 5000 Fastest Growing Companies list for eight consecutive years! We believe in challenging the status quo and finding a better way for our customers, which is how we have grown into the company we are today.
As the leading subject matter experts in mission critical capital assets specific to the warehousing and distribution of goods, TFS is a key supply chain partner for the customers we serve. Through our nationwide, broadly linked network of affiliates and owned service centers, TFS delivers a full spectrum of products & services to more than 16,000 customer locations throughout North America.
The deep industry knowledge within the OnPoint Group network allows us to save customers time and money with a wide range of unique options that can’t be found elsewhere. We provide access to superior maintenance programs tailored to individual customer needs, faster systems and equipment repairs, fully outsourced fleet management, and options for highly reconditioned, certified, and warrantied used equipment. TFS, along with OnPoint Capital, is a leading provider of comprehensive, full life-cycle fleet management for material handling industries. Based in Perrysburg, OH, TFS provides a broad range of single-source, brand independent solutions to streamline warehousing and materials management operations.
Job Summary
The Administrative Assistant is responsible for managing and routing phone calls appropriately. They will handle clerical and administrative duties and coordinate general administration by assisting several departments. In addition, this position will work to coordinate finalization/invoicing of customer installations. Notary certification preferred but not required.
Job Responsibilities
- Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf.
- Manage inbound calls, transfer as appropriate to ensure proper customer care. Answering phone calls in a polite and professional manner.
- Assist sales, accounting, or other departments as needed.
- Maintaining comprehensive and accurate records.
- Performing minor accounting duties.
- Inventory management and procurement of office supplies.
- Organizing meetings, including scheduling and sending reminders.
- Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department.
- Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters.
- Coordinate finalization/invoicing of customer installations.
- Manage and provide support for office equipment and maintain necessary supplies.
- Manage and monitor branch office meeting space.
- Coordinate with meeting host(s) to execute hotel room reservations, room setup/configuration, stock food and beverage, and order catering.
- Assist in booking travel/hotel accommodations.
- Maintain inventory of onboarding supplies, apparel, PPE, marketing literature, etc.
- Collaborate with local vendors for custom print jobs.
- Receive and distribute mail and packages.
- Cross-functional ad hoc projects.
- Special projects and other duties as assigned by supervisor.
Key Performance Measurements
- Ensure the Company is organized, on-time and well prepared for meetings or scheduling travel.
- Timeliness and attention to detail in all key areas of role.
- Management observation regarding attitude, diligence, team contributions, and willingness & ability to learn new skills and information.
- Other key metrics prescribed by leadership, resulting in positive customer and Company impact.
Requirements:
- High School or GED Diploma required. Prefer an Associate Degree from an approved two-year college or university or very strong equivalent experience.
- Proficiency in Microsoft Office including Excel, Word and PowerPoint.
- Strong communication, problem solving, and analytical skills.
- Ability to organize his/her own work and work independently, with limited supervision.
- Ability to work with individuals from diverse backgrounds and with diverse needs, and across remote offices.
- Ability to clearly articulate ideas (both written and verbal) to both internal and external customers and to listen effectively to customer needs.
- Ability to develop and maintain strong workplace relationships with an emphasis on customer satisfaction.
- Ability to work collaboratively with other departments toward the greater good of the organization.
- Must have attention to detail with an eye for accuracy.
- Must be a motivated team player.
- The selected candidate will be required to pass a criminal history background check.
- This job description is subject to change at any time.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit or stand up to 8 hours; use hands in repeating motions that may include the wrists, hands and/or fingers to type, maneuver, handle, or feel; and talk or hear. The employee frequently is required to walk and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds in all directions. Specific vision abilities required by this job include close vision and ability to adjust focus.
Work 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. The work is performed primarily in an open-office setting, with co-workers working side-by-side and in offices and a moderate level of activity being performed by co-workers across the office. The noise level in the work environment is moderate.
TFS Global and OnPoint Group considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, genetic information, marital or veteran status, or any other legally protected status.
