Administrative Assistant (Nashville, TN) - Southwest Electric

Administrative Assistant

Nashville, TN


Provide administrative support to the Nashville Motor Division Operations.  Duties include general clerical, multi-line receptionist, MS Office and project-based work.  Project a professional company image through in-person and phone interaction.


  1. Answer multi-line telephones and transfer calls to proper staff members.
  2. Enter time records into the accounting system and supply supporting documentation to accounting personnel.
  3. Meet and greet clients in a cordial, professional manner.
  4. Perform general clerical duties including data entry, typing, Excel, but not limited to, photocopying, faxing, mailing, and filing.
  5. Sign for and distribute courier delivered packages.
  6. Create and modify documents using Microsoft Office, specifically customer required reports and documentation.
  7. Research, price, and requisition office supplies.
  8. Coordinate with the necessary vendors to ensure proper operation of office equipment such as, but not limited to, photocopiers, fax machines, vending machines, and telephones.
  9. Oversee timely processing of invoices and tracking expenses to support ongoing review and analysis of overall budget..
  10. Open and close Repair Orders (RO’s).
  11. Perform weekly billing operations on projects that have been completed.
  12. Maintain a Monthly Billing Summary for use by the VP/GM and other management personnel.
  13. At the request of the Service Center Manager, the Administrative Assistant shall schedule and coordinate general meetings. This may include sending meeting invitations, booking meeting room resources, coordinating the delivery of snacks and/or meals, and other activities related to the meeting.


Non Essential (Secondary) Duties:

  1. Provide back-up support for other administrative staff
  2. Other duties as assigned.


  • To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Ability to pass a pre-employment drug screen, and physical.
  • Complete a satisfactory nationwide criminal background check.


Education and/or Experience:

  • High School Diploma or GED REQUIRED
  • 3 plus years of related administrative or customer service experience required.
  • Relevant experience in a manufacturing or motor shop environment preferred.
  • Proven record of accomplishment in dependability, being a fast learner, honesty, adaptability to change and excellent people skills.



  1. Oral Communication – Communicates effectively in English; Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
  2. Written Communication – Writes clearly and informatively in English; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
  1. Reading & Comprehension Skills – Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
  2. Mathematical Skills – Ability to perform basic mathematical calculations.
  3. Reasoning Ability – Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
  4. Computer Skills – To perform this job successfully, an individual should have basic computer competence and the ability to work with common software such as MS Word, Excel, and Outlook.
  1. Interpersonal Skills – Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others’ ideas and tries new things.
  2. Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed.
  3. Ethics – Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
  4. Organizational Support – Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization’s goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
  5. Judgment – Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
  6. Motivation – Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
  7. Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
  8. Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
  9. Quantity – Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.
  10. Safety and Security – Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions ; Uses equipment and materials properly.
  11. Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
  12. Attendance/Punctuality – Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
  13. Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals.; Completes tasks on time or notifies appropriate person with an alternate plan.
  14. Initiative – Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.


Physical Demands

  • Sitting most of the time with some bending and reaching.
  • Standing, walking, and bending periodically.
  • Engaging in repetitive movements of wrists, hands, and fingers – typing and/or writing.
  • Working frequently at close visual range (i.e. preparing and analyzing data and figures, transcription, computer terminal, extensive reading).
  • Receiving and responding to oral communication.
  • Exerting up to 20 – 40 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.


Work Environment

            Work is generally performed in an office environment.

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