Sign upLog in

Administrative Assistant

Tellus Solutions

Colorado Springs, CO

Apply
JOB DETAILS
SKILLS
Administrative Skills, Budgeting, Calendar Management, Capital Expenditure (CAPEX), Car Rentals, Conferences, Corporate Policies, Cross-Functional, Detail Oriented, Documentation, Event Management, Expense Management, Expense Reports, Hardware Components, High School Diploma, Internal Audit, Inventory Management, Leadership, Logistics, Manage Agenda, Marketing, Microsoft Product Family, Microsoft Project, Organizational Skills, Pivot Tables, Presentation/Verbal Skills, Project Management Software, Project Tracking, Proofreading, Purchasing/Procurement, Reconciliation, Reimbursement, Requirements Management, Sales, Spreadsheets, Supplier Relationship Management (SRM), Technical Support, Time Management, Travel Planning, Travel Policy, Vendor/Supplier Relations, Visa Applications, Vlookups, Willing to Travel
LOCATION
Colorado Springs, CO
POSTED
30+ days ago
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

About the Company

T

Tellus Solutions

Resume Resources

Free Resume TemplatesFree Resume Builder