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Administrative Assistant - Transportation Market

Company: Gresham Smith & Partners
Location: Nashville
Posted on: October 13, 2019

Job Description:

Job Description

Our transportation team helps improve the connectivity of the community through solutions that support the safe and efficient movement of goods, services and people.

Responsibilities:

* 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.

Minimum Qualifications

* 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 receipt.

Keywords: Gresham Smith & Partners, Nashville , Administrative Assistant - Transportation Market, Professions , Nashville, Tennessee

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