Administrative Assistant

TTL, Inc.; Nashville (TN); On-site; USD 35,000 - 48,000; Full time

Benefits offered by this job

Health & dental plan

Vision

401(k)

Flexible spending accounts

PTO accrual

Job summary

TTL, Inc. in Nashville, TN seeks a Project Administrator to assist the Office Manager with timekeeping, billing, project setup, and calendar coordination. This role also serves as front desk support, greeting clients and managing meetings, while ensuring accurate data entry and adherence to safety protocols.

Ideal candidates will have 3+ years in administrative work, strong MS Office skills, superb communication, and an ownership mindset to handle multiple tasks with minimal supervision.

Qualifications

• 3+ years of administrative or related work experience preferred.
• Proficient in Microsoft Office software (Word, Excel, PowerPoint); Teams helpful.
• Professional attitude and appearance.
• Clear and professional communication in writing and speech.
• Tact and professionalism in all communications.
• Ownership mentality in daily tasks.
• Ability to complete complex administrative tasks with minimal supervision.
• Ability to multi-task and prioritize projects.
• Moderate lifting, pushing or pulling.
• Frequent bending and reaching to file reports and inventory.

Responsibilities

• Establish and maintain effective working relationships with staff and the public.
• Maintain confidentiality of information.
• Assist with billing accuracy to ensure client invoices are correct.
• Assist with all accounting aspects of projects in the accounting software.
• Enter Accounts Payable data.
• Assist with Accounts Receivable and provide client backup.
• Support Office Manager with pre-employment and new hire orientation.
• Proofread reports and correct grammatical errors.
• Maintain contract/report and correspondence filing in line with retention policies.
• Assist with inventory and restocking of PPE, office supplies, and kitchen supplies.
• Schedule and set up meetings and conference calls.
• Operate and troubleshoot office machines.
• Facilities management: coordinate service calls and back up for maintenance.
• Complete tasks on schedule and in compliance with safety protocols.
• Respond professionally to Clients, Visitors, and Team Members.

Skills

Communication skills

Professionalism

Ownership mentality

Multi-tasking

Tools

Microsoft Office Suite

Microsoft Teams

Job description

Founded in 1964, TTL is an engineering design firm focused on delivering integrated infrastructure solutions for public and private clients. From site and corridor selection to due diligence, design, and construction services, TTL is a trusted partner providing single-sourced custom solutions for complex infrastructure development. With more than 550 team members across the Southern United States, TTL provides a wide range of services including civil and geotechnical engineering; transportation design and CEI; environmental consulting and remediation; construction materials engineering and testing; and surveying, GIS and mapping services.

At TTL, we are driven to serve our clients, driven to serve our communities, and driven to serve each other. TTL not only provides a great work/life balance, but we provide excellent employee benefits such as a robust health & dental plan, vision, 401(k), flexible spending accounts, and generous paid time off (PTO) accrual.

For more information, please go to www.ttlusa.com .

Project Administrator – Nashville, TN

Love people? High energy? Positive, fun attitude? The Project Administrator in our Nashville office will assist the Office Manager in facilitating the orderly and business-like operation of the office. The Project Administrator will work closely with the Office Manager, staff and corporate accounting department on timekeeping, projects, billing and schedule tracking. Assist Client Managers with project setup and coordinate and update calendar. Additionally, will serve as the front desk person which entails phone coverage, greeting clients, guests and set up for client meetings.

Build your Foundation. Build your Future. Build your Legacy.

Come to TTL.

What You'll Do

• Establish and maintain effective and harmonious working relationships with other employees and deal tactfully and courteously with outside entities and the general public
• Maintain confidentiality of information.
• Follow scheduled accounting calendar and assist project managers and staff on billing accuracy to ensure invoices sent to clients from corporate office are correct.
• Assist with all accounting aspects of project from setup to close in the accounting software to ensure accurate time and data is maintained.
• Enter Accounts Payable data.
• Assist with Accounts Receivable and work with Project Managers and Office Manager to provide client requested backup.
• Serve as support to Office Manager for pre-employment hiring process and new hire orientation.
• Assists with proofreading reports and correcting grammatical errors.
• Establish and maintain contract/report and correspondence files; maintain filing systems in line with the records retention program.
• Administrative: Assist with inventory and restocking of PPE, office supplies, kitchen supplies. Distribute fuel cards and drug screening forms when needed.
• Schedule and set up meetings, schedule conference calls and appointments
• Operate and troubleshoot a variety of office machines, such as printers, punching and binding machines, folding machines, laminators, copiers, etc.
• Facilities Management: Serve as contact for local office to assist with scheduling service calls for all aspects of building maintenance. Will also serve as backup for maintenance and repair calls for office machinery.
• Complete tasks accurately, on schedule, and without prompting. Demonstrate compliance with all required safety protocol.
• Responsive and professional when interacting with Clients, Visitors, and Team Members.

Qualifications

• 3+ years of administrative or related work experience preferred
• Proficient in Microsoft Office software, particularly: Word, Excel, and Microsoft PowerPoint. Proficiency in Microsoft Teams is helpful.
• Professional attitude and appearance
• Communicate clearly and professionally, both orally and in writing
• Display tact and professionalism in all communications
• Must have an “ownership” mentality
• Able to complete complex administrative tasks with minimal supervision
• Able to multi-task and prioritize projects
• Moderate lifting, pushing or pulling
• Frequent bending and stretching or reaching to file correspondence reports and inventory

Schedule: Monday - Friday 8AM - 5PM

Job Type: Full-time

This position is subject to a pre-employment drug and motor vehicle record check.

TTL is an EEO/AAP employer.

Monday to Friday 8AM-5PM