Administrative Assistant

Kimley-Horn, one of FORTUNE Magazine's "100 Best Companies to Work For." is looking for an experienced Administrative Assistant for our Nashville, TN office. We are seeking a tech-savvy, proactive, detail-oriented professional to provide the office with administrative support for a 100+ person and growing office of engineers and planners. 

Job duties include:

• Assist with producing plans, project manuals and reports (copying, printing and/or scanning documents)
• Assist Project Managers with contract processes and preparing contract documents, request insurance certificates
• Create and modify documents using Microsoft Office and Adobe Professional
• Maintain hard copy and electronic filing systems - assist with project submittals and agency/client deliveries
• Provide exceptional internal and external client service
• Maintain project tracking software, communicate deadlines to the team and review deliverables
• Proactive/Go-getter personality preferred to assist with developing new tools and processes for project and program management
• Cold calling clients for meeting setup
• Able to balance and manage multiple tasks and priorities
• Willingness to learn and work with new software
• Assisting with submitting applications for permits
• Researching code requirements and development processes
• Support project managers and team members as needed

Backup receptionist duties (as needed):

• Manning the front desk, answering the phone, greeting visitors and clients
• Ensuring that staple supplies are stocked, putting in special supply order requests.
• Coordinating occasional large gatherings of out-of-town office visitors, including facilitating multiple catering orders, conference room set up and break down
• Managing Fed Ex/UPS/USPS including: ordering/printing postage and mailing supplies as needed; making labels; picking up the mail and distributing it; managing interoffice and other outgoing mail.
• Ordering catering for internal and external meetings as requested.
• Coordinating the use and maintenance of fleet vehicles.
• Coordinating travel for practice as requested.
• Perform general clerical duties including: photocopying, report binding, faxing, mailing, shipping, filing, meeting and travel coordination, preparing expense reports, and upkeep of production room and equipment.

Requirements:

• High school diploma or equivalent required; Bachelor’s degree preferred
• Ability to keep up with rapidly changing technology
• Related experience in an Engineering/Architectural consulting industry preferred
• Outstanding organizational and prioritization skills with ability to meet deadlines
• Excellent written and verbal communication skills
• Strong writing, editing and proofreading skills
• Ability to multi-task in a fast-paced environment and respond to multiple project managers
• Proactive and detail oriented, working with a sense of urgency
• Positive and client-focused with a take-charge mentality
• Self-motivated, ability to take initiative with tasks and projects
• Proficiency with MS Office including Word, Excel, PowerPoint, Outlook, and Adobe
• Ability to learn new tasks and/or software programs quickly
• Must have a valid driver’s license

At Kimley-Horn, we do things differently. People, clients and employees, are at the forefront of who we are. Clients know we prioritize achieving their goals and growing their success. Employees know our culture and approach to business are built on a desire to provide an environment for everyone to flourish. Our commitment to quality is only as good as the people behind it— that’s why we welcome and develop passionate, hardworking, and proactive employees. We take pride in how our employee retention, robust benefits package, and company values have led to Kimley-Horn’s placement on the Fortune “100 Best Companies to Work” list for 17 years!

Key Benefits at Kimley-Horn

• Exceptional Retirement Plan: 2-to1- company match on up to 4% of eligible compensation (you put in 4% -- we put in 8%) and additional profit-sharing contribution.
  • Aggregate company contribution since 2015 has been 18%.
• Comprehensive Health Coverage: Low-cost medical, dental, and vision insurance options.
• Generous personal leave, flexible scheduling, floating holidays, and half-day Fridays.
• Financial Wellness: Student loan matching in our 401(k), and performance-based bonuses.
• Professional Development: Tuition reimbursement and extensive internal training programs.
• Family-Friendly Benefits: New Parent Leave, family building benefits, and childcare resources.