Administrative Assistant - Transportation Market
Company: Gresham Smith & Partners
Posted on: October 13, 2019
Our transportation team helps improve the connectivity of the
community through solutions that support the safe and efficient
movement of goods, services and people.
* Receive and screen telephone calls and visitors, and refer to
appropriate staff. Interact with staff, clients and visitors.
Provide information regarding office/department policies or
procedures. Type letters, memos, reports, narratives, and proposals
from handwritten notes or other sources, as well as format the
Gresham Smith way, edit and proofread materials such as letters,
technical documents and forms. Order office supplies.
* Schedule appointments and conference rooms. Arrange and
coordinate conference calls, meetings, training classes and site
visits. Order and set-up food orders when applicable. Receive, sort
and distribute mail and incoming faxes. Prepare online labels for
Federal Express packages. Make copies. Perform filing duties
including organizing and maintaining project files. Organize,
establish and maintain record-keeping systems for correspondence,
documents and records. Sort and box/bag items for archiving.
* Process weekly expense reports for various individuals, follow-up
with obtaining approvals and meeting Accounting s cutoff every
Friday at 5:00 PM. Coordinate timesheet approvals. Arrange and
coordinate travel plans including transportation and lodging.
Register individuals for various pre-approved conferences. Maintain
department calendars. Prepare check requests for pre-approved
society memberships and miscellaneous invoices. Assist project
managers with monthly billing.
* Schedule meetings and interviews for staff. Switchboard relief
when needed (very minimal). Coordinate supplies/furniture for new
employees. Order business cards and nameplates.
* High school diploma (or GED) is required; prefer Bachelor's
degree / Associate's degree in a relevant field. Minimum of 5 years
but prefer 8+ years experience supporting an
Architectural/Engineering/Design firm. Deltek Vision and NewForma
software knowledge is also preferred.
* Knowledge of standard office practices and procedures. Knowledge
of standard operations, policies and procedures of a firm,
preferably within the A/E industry. Basic knowledge of
administrative and clerical procedures and systems. Ability to
operate office equipment such as personal computers, video
conferencing equipment, calculators, fax and copiers.
* Ability to listen to and understand information and ideas
presented, as well as communicate information and ideas in speaking
and writing. Knowledge of the structure and content of the English
language including the meaning and spelling of words, rules of
composition, and grammar.
* Strong skill in Microsoft Office applications, particularly Word,
Excel, and Access. Ability to demonstrate strong attention to
detail and focus on accuracy. Ability to demonstrate strong
organizational and time management skills. Ability to work
independently on multiple tasks.
Gresham Smith is committed to fostering a diverse workforce and is
proud to be an Affirmative Action/Equal Opportunity Employer of
Minorities/Women/Protected Veterans/Individuals with Disabilities.
All qualified applicants will receive consideration for employment
without regard to race, creed, color, religion, sex, age, national
origin, veteran status, disability, or any other classification
protected by law.
Gresham Smith will not accept unsolicited resumes from recruiters,
headhunters, contract recruiters, search firms or employment
agencies. An executed GRESHAM PLACEMENT SERVICES AGREEMENT (PSA) is
required prior to any payment obligation for either a referral or
recruiter fee. In the event a recruiter or agency submits a resume
or candidate without a previously executed PSA, GRESHAM SMITH
explicitly reserves the right to recruit and hire those
candidate(s) at its discretion, and without any financial
obligation whatsoever to the recruiter or agency. Any such
unsolicited resume or candidate contact information, including
those submitted directly to GRESHAM SMITH S hiring managers or any
other employee, shall become the property of GRESHAM SMITH upon
Keywords: Gresham Smith & Partners, Nashville , Administrative Assistant - Transportation Market, Professions , Nashville, Tennessee
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