Nashville – Office Manager

The Whiting-Turner Contracting Company; Nashville (TN); On-site; USD 42,000 - 56,000; Full time

Job summary

The Whiting-Turner Contracting Company in Nashville, TN is seeking an Office Administrative Assistant who serves as the first point of contact and supports office personnel with a range of administrative tasks, demonstrating professionalism and strong leadership.

The role involves scheduling meetings, coordinating travel, handling correspondence, managing supplies, and maintaining confidentiality while building strong internal and external relationships.

Qualifications

• 5 years in the administrative and office environment.
• Excellent time management skills and the ability to prioritize work.
• Strong organizational skills with attention to detail.
• Communicate clearly and concisely in both written and oral form.
• Maintain a high level of confidentiality and commitment of professionalism.
• Ability to work independently.
• Remain calm under trying circumstances and work with frequent interruptions.
• Knowledge and proficiency in the use of technology (i.e., computers, Microsoft Office Suite, MS Teams, Multi-line phone system, Adobe and/or Bluebeam, General Office Equipment such as copier/scanner, etc.)

Responsibilities

• Work independently and organize complex clerical tasks.
• Ability to be flexible and adaptable in a variety of situations.
• Meet strict timelines and perform multiple tasks.
• Cost consciousness.
• Welcome all visitors by greeting them, in person or on the phone.
• Communicating in a positive and effective manner with staff, vendors, subcontractors, and visitors.
• Answer phone calls and transfer them appropriately, check the office voicemail and fax inbox.
• Distribute all incoming mail/packages and prepare all outgoing mail.
• Maintain the conference room calendar.
• Ensure that common areas are organized and operational, front desk area, conference rooms, and kitchen area.
• Keep office supplies stocked – taking inventory/ordering supplies, order toner for office printers and send empty toner out to be recycled.
• Maintain various informational lists within the office.
• Various data entry as needed.
• Upload Owner Contracts for the region.
• Manages, schedules, and arranges meetings and travel for office employees.
• Spearheads special projects for the staff within budget by organizing and coordinating information and requirements; planning, arranging, and meeting deadlines.
• Builds and maintains strong internal and external relationships.
• Develops and maintains procedure guidelines for areas of responsibility.
• Manages training and development for team including but not limited to, ensuring compliance with company standards and procedures.
• Collaborates with regional administrative assistants to increase efficiency, productivity, and time management & cost consciousness.
• Maintain a high level of confidentiality and commitment of professionalism.
• Communicate clearly and concisely in both written and oral form.
• Performing other duties assigned

Skills

Years of experience in admin/office

Time management

Organizational skills

Clear communication

Confidentiality

Independent work

Calm under pressure

Tech proficiency

Tools

Microsoft Office Suite

MS Teams

Adobe

Bluebeam

Copier/Scanner

Multi-line phone system

Job description

OFFICE ADMINISTRATIVE ASSISTANT

In this role, candidates would be seen as the first point of contact for the company and supports the office personnel as both a resource and leader. Demonstrate skills in management practices, administrative processes, and procedures, including strong leadership, organizational, prioritizing, and problem-solving skills while making it a priority to work harmoniously with individuals while maintaining a commitment of professionalism.

The administrative assistant’s core duties, required knowledge, abilities, and skills include the following:

• Work independently and organize complex clerical tasks
• Ability to be flexible and adaptable in a variety of situations
• Meet strict timelines and perform multiple tasks
• Cost consciousness
• Welcome all visitors by greeting them, in person or on the phone
• Communicating in a positive and effective manner with staff, vendors, subcontractors, and visitors
• Answer phone calls and transfer them appropriately, check the office voicemail and fax inbox
• Distribute all incoming mail/packages and prepare all outgoing mail
• Maintain the conference room calendar
• Ensure that common areas are organized and operational, front desk area, conference rooms, and kitchen area
• Keep office supplies stocked – taking inventory/ordering supplies, order toner for office printers and send empty toner out to be recycled
• Maintain various informational lists within the office
• Various data entry as needed
• Upload Owner Contracts for the region
• Manages, schedules, and arranges meetings and travel for office employees
• Spearheads special projects for the staff within budget by organizing and coordinating information and requirements; planning, arranging, and meeting deadlines
• Builds and maintains strong internal and external relationships
• Develops and maintains procedure guidelines for areas of responsibility
• Manages training and development for team including but not limited to, ensuring compliance with company standards and procedures.
• Collaborates with regional administrative assistants to increase efficiency, productivity, and time management & cost consciousness
• Maintain a high level of confidentiality and commitment of professionalism
• Communicate clearly and concisely in both written and oral form
• Performing other duties assigned

Required Skills

• 5 years in the administrative and office environment
• Excellent time management skills and the ability to prioritize work
• Strong organizational skills with attention to detail
• Communicate clearly and concisely in both written and oral form
• Maintain a high level of confidentiality and commitment of professionalism
• Ability to work independently
• Remain calm under trying circumstances and work with frequent interruptions
• Knowledge and proficiency in the use of technology (i.e., computers, Microsoft Office Suite, MS Teams, Multi-line phone system, Adobe and/or Bluebeam, General Office Equipment such as copier/scanner, etc.)