Job Description

Vehlo & Greater Sum Ventures

Vehlo is on a mission to automate and accelerate the vehicle repair industry with software and payment solutions designed to help auto service teams acquire, service and retain lifelong customers. Our customers are auto repair and collision locations as well as new and used dealerships, where we provide management systems, payment services, communications tools, scheduling modules as well as accounting and finance packages. This is a high-growth, high-performance environment acquiring 4-6 companies annually, growing organically over 27% in 2021.

Greater Sum Ventures (GSV) is an entrepreneurial family office that invests its own capital in middle market software and tech-enabled services companies. With entrepreneurial roots and proven operational and investing experience, GSV works with select independent co-investing partners to build platforms of technology companies like Vehlo that revolutionize the industries they serve. Headquartered in Knoxville, Tennessee, GSV provides access to capital and operational support to midmarket technology firms all over the world.

The Office Administrator is the secret weapon for the Vehlo executive team managing projects, activities, contracts, and a variety of special projects. We will rely on this administrative guru to have their finger on the pulse of the Knoxville office and oversight to important initiatives for the leadership team. Success in this role is all about managing priorities, communicating broadly, and being nimble.

Primary Responsibilities:

Executive Support

• Provide administrative support to our executive team such as scheduling and meeting support while prioritizing the most sensitive matters
• Manage travel arrangements including booking flights, hotels and transportation for executive team and processing expense reports.
• Assist with procurement and internal reporting related to facilities and insurance policies
• Multitasking and juggling multiple assignments and projects with accuracy

Office Management

• Manage arrangements for office visitors, including catering, travel logistics, and in-office needs
• Maintain office efficiency by maintaining appearance of common areas, organizing procedures, handling correspondence, and overseeing supplies and equipment inventory and purchasing
• Process incoming and outgoing mail requests (FedEx, UPS, USPS, express couriers, regular & certified)
• Point of Contact for the Knoxville office with landlord and vendors

HR and Benefits

• Assist HR team with benefits enrollment including completion tracking
• Prepare HR benefits newsletter content to be provided by HR Director
• Procurement, delivery, and inventory management of new hire welcome kits
• Manage various reports such as personnel audit report and DE&I statistics

Job Qualifications:

• High school diploma or equivalent required; Associates degree preferred.
• 3 years of administrative experience.
• Strong MS Office Suite skills.
• Maintain strict confidentiality of personnel information, company processes and strategies.
• Experienced in operating in a fast-paced, growth environment ideally having experience in both established and start-up companies
• Great communicator and ability to work effectively with all levels of the organization, in person and remote.
• Strong project manager, exceptional at juggling multiple tasks, allocating and optimizing resources, and managing timelines. This includes managing a task from start to finish and keeping everyone appropriately informed.
• Nimble problem solver, experienced at solving a variety of problems with no task too big or too small. This person thinks ahead, considers all the variables, and anticipates challenges.
• Detail oriented, meticulously attentive to details, get it right the first time and accurately keeping track of all the moving parts.
• Autonomous, able to work without much supervision and knowing when to seek guidance from senior staff. Comfortable taking initiative.
• Service driven, confident, assertive, approachable, and responsive.
• Understands the mission, needs and direction of the organization.