Welcome page Returning Candidate? Log back in! Administrative Assistant Posted Date 2 months ago(9/20/2024 9:50 AM) ID 2024-13544 Education High School Diploma/GED Discipline/Focus Admin Support Production Overview

Kimley-Horn, one of FORTUNE Magazine's "100 Best Companies to Work For." is looking for an experienced Production Assistant for our Nashville, TN office. We are seeking a tech-savvy, proactive, detail-oriented professional to provide the office with administrative support for a 100+ person and growing office of engineers and planners. 

 

Responsibilities

Job duties include:

Assist with producing plans, project manuals and reports (copying, printing and/or scanning documents)Assist Project Managers with contract processes and preparing contract documents, request insurance certificatesCreate and modify documents using Microsoft Office and Adobe ProfessionalMaintain hard copy and electronic filing systems - assist with project submittals and agency/client deliveriesProvide exceptional internal and external client serviceMaintain project tracking software, communicate deadlines to the team and review deliverablesProactive/Go-getter personality preferred to assist with developing new tools and processes for project and program managementCold calling clients for meeting setupAble to balance and manage multiple tasks and prioritiesWillingness to learn and work with new softwareAssisting with submitting applications for permitsResearching code requirements and development processesSupport project managers and team members as needed

Backup receptionist duties (as needed):

Manning the front desk, answering the phone, greeting visitors and clientsEnsuring that staple supplies are stocked, putting in special supply order requests.Coordinating occasional large gatherings of out-of-town office visitors, including facilitating multiple catering orders, conference room set up and break downManaging 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.Ordering catering for internal and external meetings as requested.Coordinating the use and maintenance of fleet vehicles.Coordinating travel for practice as requested.Perform general clerical duties including: photocopying, report binding, faxing, mailing, shipping, filing, meeting and travel coordination, preparing expense reports, and upkeep of production room and equipment.

 

Qualifications

Requirements:

High school diploma or equivalent required; Bachelor’s degree preferredAbility to keep up with rapidly changing technologyRelated experience in an Engineering/Architectural consulting industry preferredOutstanding organizational and prioritization skills with ability to meet deadlinesExcellent written and verbal communication skillsStrong writing, editing and proofreading skillsAbility to multi-task in a fast-paced environment and respond to multiple project managersProactive and detail oriented, working with a sense of urgencyPositive and client-focused with a take-charge mentalitySelf-motivated, ability to take initiative with tasks and projectsProficiency with MS Office including Word, Excel, PowerPoint, Outlook, and AdobeAbility to learn new tasks and/or software programs quicklyMust have a valid driver’s license Options Apply NowApplyShareShare this job with a friendRefer Sorry the Share function is not working properly at this moment. Please refresh the page and try again later. Share on social media
Applications are being accepted on an ongoing basis; however, this job posting may close at any time after a minimum of 3 days of being posted.

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Applicants must be legally authorized to work for Kimley-Horn in the U.S. without employer sponsorship. We do not typically sponsor H1-B or any other work visa petitions.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

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