Job Title

Administrative Assistant

Location

Franklin, TN

Open Position Summary – Administrative Assistant

OMNIA Partners has become the largest and most experienced purchasing organization for public and private sector markets by delivering unparalleled scale and solutions. Through further organic growth and strategic acquisitions, OMNIA Partners will continue to drive economies of scale to execute more contracts, in more verticals, with transparent, value-driven pricing for our membership of companies. Our success and growth have been unparalleled in this space.

At the core of our success is a high energy, talented staff with diverse skills and a unified focus on delivering value and an emphasis on creativity, strategic thinking, and execution.

We are currently seeking a highly organized and detail-oriented Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs, and managing company's general administrative activities.

Position Responsibilities

Communication:

• Manage and respond to emails, phone calls, and other forms of correspondence.

Scheduling and Calendar Management:

• Schedule appointments, meetings, and events.
• Maintain and update calendars to ensure accurate scheduling.

Data Entry and Record Keeping:

• Maintain and organize physical and electronic files and records.
• Enter and update data in databases or spreadsheets.
• Utilize Nexonia to complete and submit expense reports.

Office Management:

• Order and manage office supplies.
• Ensure the office is well-maintained and organized.
• Coordinate with maintenance and cleaning staff.
• Receive food deliveries, reserve space, food set-up and clean-up.
• Maintain supply of beverages available for our employees and guests.
• Purchase supplies as needed.
• Keep meeting rooms, supply rooms, kitchens, and breakrooms fully stocked on designated floors.

Meeting Support:

• Direct guests to designated conference rooms and provide comprehensive support throughout meetings as needed.
• Prepare conference rooms for scheduled meetings and ensure they are properly cleaned and reset afterward.

Customer Service:

• Greet and assist visitors.
• Handle inquiries from clients, customers, or other stakeholders.

Administrative Support:

• Provide general administrative support.

Problem Solving:

• Handle administrative issues and solve problems that may arise.
• Escalate issues to the appropriate personnel when necessary.

Technology Skills:

• Proficient in using office software such as Microsoft Office (Word, Excel, PowerPoint).
• Familiarity with office equipment and the ability to troubleshoot basic technical issues.
• Experience with AV equipment a plus.

Confidentiality:

• Handle sensitive information with discretion and maintain confidentiality.

Multitasking:

• Ability to handle multiple tasks simultaneously and prioritize effectively.

Team Collaboration:

• Work collaboratively with colleagues and other departments.

Adaptability:

• Be flexible and able to adapt to changing priorities and tasks.

Required Education and Skills

• High School Diploma, GED or equivalent.
• 4-5 years of experience providing administrative support.
• Experience with Word, PowerPoint, Excel, Teams, Zoom, & SharePoint.
• Working knowledge of office equipment, like printers.
• Ability to prioritize work.
• Good written and verbal communication skills

Physical Demands and Working Environment

Environment: Work is performed primarily in a standard office environment with extensive public contact and frequent interruptions.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight up to 25 lbs; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.