Nashville - Office Manager

The Whiting-Turner Contracting Company; Nashville (TN); On-site; USD 36,000 - 48,000; Full time

Job summary

The Whiting-Turner Contracting Company in Nashville seeks an Office Administrative Assistant to be the first point of contact and to support office staff with clerical tasks. You will greet visitors and manage communications, calendars, mail, and travel arrangements to ensure smooth office operations.

Responsibilities include phone handling, data entry, meeting coordination, and maintaining confidentiality with professionalism.

Responsibilities

• Greet visitors in person or on the phone and welcome all visitors
• Answer phone calls, transfer calls as needed, and check the office voicemail
• Maintain the conference room calendar and ensure front desk, conference rooms, and kitchen areas are organized and functional
• Distribute incoming mail and packages and prepare outgoing mail
• Maintain office supplies, inventory, and toner orders
• Schedule meetings and travel for office staff
• Coordinate and support special projects within budget and deadlines
• Build and maintain internal and external relationships
• Develop and maintain procedure guidelines for areas of responsibility
• Support training and development to ensure compliance with company standards
• Collaborate with regional administrative assistants to improve efficiency, productivity, and cost consciousness
• Maintain confidentiality and professionalism in all communications
• Communicate clearly in writing and orally

Job description

OFFICE ADMINISTRATIVE ASSISTANTIn 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
• 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
• 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