AA I

Smith Seckman Reid, Inc; Nashville (TN); On-site; USD 36,000 - 52,000; Full time

Benefits offered by this job

ESOP ownership

401(k) with immediate vesting

Medical, dental, and vision coverage

Life insurance

Flexible schedules

Tuition reimbursement

Job summary

Smith Seckman Reid, Inc is seeking an Administrative Assistant I to support technical and administrative teams with accurate document production, file organization, mailings, and smooth information flow. You will help project teams deliver timely, professional communications and well-prepared deliverables.

Responsibilities include preparing documents, coordinating RFIs/submittals, maintaining records, assisting with travel and meetings, and providing reception coverage as needed.

Qualifications

• High school degree or GED and one year of applicable experience.
• Preferred knowledge of Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
• Professional interpersonal skills and customer-service mindset.
• Strong organization skills with the ability to manage multiple tasks.

Responsibilities

• Produce accurate documents from drafts or dictation and proofread for accuracy.
• Assemble documents into orderly packages for distribution to internal teams and clients.
• Maintain organized correspondence and files; keep work areas efficient.
• Support project leaders with client communications and project correspondence.
• Assist with RFIs and submittals using platforms like Newforma or Submittal Exchange; send reviewed submittals.
• Produce contract document specifications and templates with technical staff.
• Provide relief coverage for reception and manage conference rooms and schedules.
• Update CRM entries and PE/licensure tracking as needed.
• Handle daily mail distribution and coordinate shipments.

Skills

Customer service mindset

Strong organizational skills

Clear written communication

Verbal communication

Education

High school diploma or GED

Tools

Microsoft Office

Job description

At SSR, we're more than a leading engineering design, consulting, and planning firm-we're a team of owners committed to solving complex projects and delivering innovative solutions for facility and infrastructure challenges. With locations across the U.S. and expertise spanning diverse markets and services, our collaborative approach empowers us to build lasting partnerships with each other, our clients, and our communities.

We believe high performance and a people-first culture go hand in hand. As an owner from day one, our colleagues thrive in an environment that values accountability, celebrates achievement, and supports personal and professional growth. As owners, we take pride in our work and in each other-driving results while fostering a workplace where everyone feels seen, supported, and inspired.

Want to hear directly from our team? Visit http://www.ssr-inc.com/life-at-ssr and explore our culture on LinkedIn and Instagram.

What You'll Do

As an Administrative Assistant I, you'll support technical and administrative teams by producing accurate documents, organizing files, coordinating mailings and shipments, and keeping information flowing smoothly. You'll help our project teams serve clients with timely, professional communications and wellprepared deliverables.

• Develop typed documents from drafts or dictation created by technical staff; proofread for accuracy and completeness.
• Assemble documents into orderly packages and assist with distribution and mailings for internal teams and clients.
• Maintain orderly correspondence and technical document files; keep shared work areas efficient and organized.
• Support team leaders and Project Managers with project correspondence and client communications.
• Assist with coordination of RFIs and submittals using platforms such as Newforma, PDM, or Submittal Exchange; assemble and send hard copies of reviewed submittals and shop drawings.
• Assist technical staff in producing contract document specifications and templates.
• Provide relief coverage for Reception as needed; reserve conference rooms and manage schedules for meetings.
• Update contact entries and other records in CRM tools (e.g., Cosential) as needed; assist with PE/licensure tracking in the location.
• Distribute incoming mail daily; prepare outgoing mail and shipping labels; coordinate courier or carrier pickups.
• Order lunches and occasionally assist with travel arrangements for team members.
• Maintain confidentiality regarding sensitive information and perform other administrative tasks as assigned.

Who We’re Looking For

Minimum Requirements:

• High school degree or GED equivalent and one year of applicable experience

Preferred Qualifications:

• Knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Positive, professional interpersonal skills; customerservice mindset.
• Strong organization-able to orchestrate multiple activities efficiently and maintain clear files/records.
• Clear written communication with correct grammar, spelling, and punctuation; confident, clear verbal communication.
• Detailoriented with a focus on accuracy and followthrough; maintains confidentiality.

What We Offer

• 100% Employee-Owned - Ownership from day one with immediate ESOP vesting.
• Retirement Savings - 401(k) with immediate vesting and a generous company match.
• Health & Wellness - Medical, dental, and vision coverage, plus companyfunded HSA contributions for HDHP plans.
• Company-Paid Protection - Life insurance, AD&D, and short and long term disability at no cost to you.
• Work-Life Balance - Flexible schedules, paid parental leave, generous PTO, and paid company holidays.
• Career Growth - Tuition reimbursement and ongoing professional development support.

SSR is an Equal Opportunity / Affimative Action Employer

EEO Disabled/Veterans

This job posting will remain open a minimum of 72 hours and on an ongoing basis until filled.