Administrative Assistant

Coburn's Exclusive; Gallatin (TN); On-site; USD 34,000 - 42,000; Full time

Benefits offered by this job

Paid holidays

Insurance available

Paid time off

Job summary

Coburn's Exclusive in Gallatin, TN is seeking an Office Coordinator to keep our office efficient, handle data entry, phones, HR tasks, and assist the Finance Department. The role supports a collaborative team dedicated to great service.

We value highly organized individuals with basic bookkeeping, strong interpersonal skills, and experience with Microsoft Office and Google Suite. Construction admin and social media/marketing experience are a plus; AI skills encouraged.

Qualifications

• Data entry and answering phones as part of daily tasks.
• HR activities and coordination duties.
• Assist Finance Department with basic administrative tasks.
• Proficiency in Microsoft Office and Google Suite required.
• Construction admin experience and social media/marketing exposure preferred.
• AI skills (Claude, ChatGPT) encouraged.

Responsibilities

• Data entry, answering phones and managing office communications.
• Administer HR duties including onboarding, timekeeping, and employee tracking.
• Support monthly contractor billing and vendor payments.
• Update job descriptions and maintain employee records.
• Create and post social content; assist in marketing initiatives.
• Process invoices and input data into QuickBooks; manage office supplies.

Skills

Highly organized

Basic bookkeeping

Interpersonal skills

Microsoft Office

Google Suite

Construction admin experience

Social media/marketing experience

AI skills

Tools

QuickBooks

Job description

Coburn’s Exclusive is a growing architectural metal fabrication company, with an environment that is focused on our customers and providing the best experience we possibly can for them. As a result, we seek to hire folks who are just like us...focused on great service! We have an opening in our office to add someone who is also customer-focused and enjoys a collaborative working environment.

The Administrative Assistant is responsible for maintaining the efficiency and use of our office, as well as other administrative functions. These administrative functions include, but are not limited to data entry, answering phones, Human Resources activities, and tasks to assist the Finance Department.

Office Coordinator Responsibilities:

• SKILLS:
• Highly organized
• Basic bookkeeping skills (Preferred)
• Great interpersonal skills
• Microsoft Office and Google Suite
• Construction Admin Experience (Preferred)
• Social Media/ Marketing Experience (Preferred)
• AI skills (Claude, Chat GPT, ect) (Preferred)
• HR DUTIES:
• HR Planning Duties: Track the following and plan activities to boost moral
  1. Work Anniversaries
  2. Employee Evaluation Dates
  3. Company Holidays
  4. Employee Birthdays
  5. Plan & Execute Lunches and Team Functions
• Administer the employee new hire onboarding process
• Administer / Track Employee Timesheets
• Add / Remove Managers & Leads from Employee Time Tracker system
• Ensure department leads are timely submitting department time
• Verify Dept Time for accuracy and get with leads for questions / adjustments
• 4. Daily walkthroughs to check on employees:
• Check on how they are doing as needed.
• Positive reinforcement of objectives and positive behaviors
• Help design & build new program that tracks employee metrics such as late clock ins, no shows, disciplinary actions, positive contributions (staying late when needed, going above & beyond) These will be used at employee evaluation time
• 5. Maintain / Update All Job Descriptions as needed
• 6. Review possible new hire candidates.
• SOCIAL MEDIA / MARKETING DUTIES:
• Make content for social media pages
• Take pictures throughout the process of a job
• Update our website with new job pictures and details.
• Work with management to set up client lunch and learn events
• Coordinate all networking events
• OFFICE / BOOKKEEPING DUTIES:
• Misc Office Filing
• Input invoices into quickbooks and prepare weekly invoices to be paid data.
• Office credit card transaction tracking and input into Quickbooks
• Other basic booking duties as needed.
• Maintain / Order Office Supplies, Shop Inventory, Coburn’s Swag
• Get and Process Mail and package delivery
• Assist in monthly contractor billing process
• Maintain HR and general inquiry email accounts
• OTHER DUTIES:
• Purchasing materials
• Pricing on plane tickets/hotels/rentals
• Pricing on rentals for equipment
• Data Entry for Job Tracking
• Presentation Preparation
• Organization and follow up of project essentials.

Office Coordinator Perks & Benefits:

• Paid holidays
• Insurance available
• Paid time off

This position requires an authorization to work within the United States and a valid drivers license accompanied by a reliable mode of transportation to and from work (including jobs that are not located at our shop). Additionally, all applicants will be required to submit to a background check prior to receiving an offer of employment from Coburn's Exclusive, LLC.

Coburn's Exclusive, LLC, provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Coburn's Exclusive, LLC, complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.