Administrative Assistant (Nashville, TN)

Kimley Horn

Kimley-Horn has a challenging opportunity for an experienced Administrative Assistant for our Nashville, TN office. We are seeking a tech-savvy, proactive, detail-oriented professional to provide the office with administrative and receptionist support for a 60 person and growing office of engineers and planners. Hours are 8:00 a.m. – 5:30 p.m. M-TH and 8:00 a.m. - 3:00 p.m. Friday

Job Duties:

  • Manning the front desk, answering the phone, greeting visitors and clients
  • Assist with producing plans, project manuals and reports (copying, printing and/or scanning documents) as needed
  • Create and modify documents using Microsoft Office and Adobe Professional
  • Managing calendar of shared office resources including conference rooms and company vehicles, booking time slots and handling scheduling conflicts as necessary
  • Insuring that staple supplies are stocked, putting in special supply order requests
  • Coordinating various building maintenance activities with property management company
  • Coordinating large gatherings of out-of-town office visitors, including facilitating multiple catering orders, conference room set up and break down
  • Ordering catering for internal and external meetings as requested
  • Coordinating the use and maintenance of fleet vehicles
  • Coordinating travel for practice as requested
  • Completing monthly expense reports
  • Receiving and processing office invoices
  • Coordinating FOB access, parking, and desk space for new hires and office visitors
  • Managing Fed Ex/UPS/USPS including: ordering/printing postage and mailing supplies as needed; making labels; picking up the mail and distributing it; managing interoffice and other outgoing mail
  • Schedule and arrange courier services
  • Manage various office-wide publications and subscriptions
  • Occasional support for other Kimley-Horn offices, including answering the phone and routing calls as back-up for administrative professional in Memphis, TN office
  • Facilitating annual office safety compliance review
  • Assist Project Managers with contract processes and preparing contract documents, request insurance certificates
  • Support project managers and team members as needed

Requirements:

  • High school diploma or equivalent required; Bachelor’s degree preferred
  • Ability to keep up with rapidly changing technology
  • Outstanding organizational and prioritization skills with ability to meet deadlines
  • Excellent written and verbal communication skills
  • Strong writing, editing and proofreading skills
  • Ability to multi-task in a fast-paced environment and respond to multiple project managers
  • Proactive and detail oriented, working with a sense of urgency
  • Positive and client-focused with a take-charge mentality
  • Self-motivated, ability to take initiative with tasks and projects
  • Proficiency with MS Office including Word, Excel, PowerPoint, Outlook, and Adobe
  • Ability to learn new tasks and/or software programs quickly
  • Must have a valid driver’s license
  • Notary or ability to become quickly certified

Additional Preferred Qualifications:

  • Willingness to occasionally shift regular hours to accommodate special events
  • Related experience in an Engineering/Architectural consulting industry
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Confirmed 11 hours ago. Posted 24 days ago.

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