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Administrative Assistant - Corporate Services Market

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Gresham Smith

1mo ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
  • Nashville

AI generated summary

  • You need a high school diploma (Bachelor's/Associate's preferred), 5 years in an A/E/D firm, knowledge of Deltek Vantagepoint, Newforma, Adobe Pro, and strong Microsoft Office skills.
  • You will provide administrative support, manage schedules, handle correspondence, coordinate office supplies and events, maintain project data, assist new hires, and process expense reports.

Requirements

  • - High school diploma (or GED) is required; prefer Bachelor's degree / Associate's degree in Business Administration or equivalent field.
  • - Five (5) years of experience supporting an Architectural/Engineering/Design firm, is preferred
  • - Deltek Vantagepoint, Newforma software knowledge, and Adobe Pro also preferred
  • - Excellent Microsoft Office Suite skills including Word, Excel, Powerpoint, and Teams
  • - Good communication skills; oral and written
  • - Consistent professional dress and manner
  • - Able to lift up to 20 lbs.
  • - Able to contribute positively as part of a team, helping staff as requested

Responsibilities

  • Primary support for office staff, department managers, and business development leaders as needed with project-specific and general duties including phones, entering visitors in the security portal, meeting support, etc.
  • Support Lobby Reception on a rotation basis with other administrative assistants for lunch or meeting coverage. Escort visitors/clients as needed to conference rooms.
  • Type letters, memos, reports, narratives, proposals from handwritten notes or other sources, and format per Gresham Smith standard; edit and proofread materials such as letters, technical documents and forms, contracts, reports, and meeting notes.
  • Produce or maintain project tracking information such as insurance certificates, contracts, and other misc. project data. Support Invoice Logs, and monthly client invoices (sending to clients via email/Newforma). Request W9s from clients as needed.
  • Support new hires by ordering business cards and nameplates, helping with initial computer equipment sign-in, etc. Work with the Commissioning group for contractor onboarding/offboarding and coordination.
  • Order office supplies and maintain cleanliness in the office, conference rooms, and HUB areas. Maintain PPE stock in the Service Center for staff use.
  • Process and distribute all outgoing and incoming mail and packages through USPS, UPS, FedEx, courier, and overnight services. Sort and deliver mail, some scan/email may be required.
  • Schedule and coordinator appointments, calls, travel, training classes, and site visits including ordering food, set up, and clean up as required.
  • Process weekly expense reports for staff.
  • Prepare check requests as needed, including society memberships, licensure renewals, and miscellaneous invoices.
  • May support Market Analyst and Assistant Project Manager with miscellaneous tasks.
  • Support project specifications preparation, as needed.
  • Maintain shared equipment check-in/out calendar (travel projector, laser pointers, presentation remotes, etc.)
  • Proactively plan and support internal and external events and meetings to support the People and Culture pillar of our strategic plan. This can include vendor lunch meetings. Set up, clean up, and ordering food may be required.
  • Update Master Specification Word documents when directed.
  • Create client-specific master specs for firmwide use.
  • Support Quality Team with project audit reviews and Excel spreadsheet statistics/data input, including graphs.
  • Coordination and support for facilitators and instructors for the Essential Skills workshop series.

FAQs

What are the main responsibilities of the Administrative Assistant in the Building Engineering Market?

The main responsibilities include providing primary support for office staff, department managers, and business development leaders with project-specific and general duties, supporting lobby reception, typing and formatting documents, maintaining project tracking information, coordinating appointments and travel, processing expense reports, and planning internal and external events.

What skills are required for this position?

The position requires excellent Microsoft Office Suite skills (Word, Excel, PowerPoint, and Teams), good communication skills (oral and written), the ability to maintain a professional dress and manner, and a capacity to contribute positively as part of a team.

What qualifications are necessary for applicants?

Applicants should have a high school diploma (or GED), with a preference for a Bachelor's or Associate's degree in Business Administration or a related field. Five years of experience supporting an Architectural/Engineering/Design firm is preferred.

Is experience with specific software necessary?

Yes, knowledge of Deltek Vantagepoint, Newforma software, and Adobe Pro is preferred.

What kind of events will the Administrative Assistant be expected to support?

The Administrative Assistant will proactively plan and support internal and external events and meetings, including vendor lunch meetings, ensuring setup, cleanliness, and food ordering as needed.

Are there any physical requirements for this job?

Yes, the candidate should be able to lift up to 20 lbs.

What is the company’s stance on diversity and inclusion?

Gresham Smith is committed to a diverse and inclusive workplace and provides equal employment opportunities to all applicants, not discriminating based on various protected classifications.

Will more than one department be supported in this role?

Yes, the Administrative Assistant will provide dual support for the Building Engineering Market and the Project Delivery Excellence Pillar.

How will I interact with clients in this position?

The Administrative Assistant will escort visitors/clients as needed to conference rooms and support business development efforts, which may involve direct interaction with clients.

Do we accept unsolicited resumes from recruiters?

No, Gresham Smith will not accept unsolicited resumes from recruiters, headhunters, or employment agencies without a previously executed Placement Services Agreement (PSA).

Gresham Smith

Genuine Ingenuity

Fashion & Arts
Industry
501-1000
Employees
1967
Founded Year

Mission & Purpose

Gresham Smith is a team of diligent designers, creative problem-solvers, insightful planners and seasoned collaborators who work closely with clients to improve the cities and towns we call home. Our employees are diverse in experience, yet we all have one thing in common: genuine care for each other, our partners and the outcome of our work. From roadways and pathways that connect people and places, to hospitals that promote well-being and recovery, to corporate campuses that encourage productivity and teamwork, we have the pleasure of designing communities'​ most vital institutions and infrastructure.