Production Assistant

Kimley-Horn, one of FORTUNE Magazine's "100 Best Companies to Work For." is looking for an experienced Production 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