Nashville Administrative Assistant (Finance)

Responsibilities are anticipated to include the following items:

• Outward facing image upon office entry. Will sit at reception desk and greet visitors. Requires a professional appearance and excellent communication skills, both written and verbal.
• Answer office phones and route calls to recipients and/or take and distribute messages.
• General/as needed support of Nashville office and NASH Leadership Team.
• Interface with landlord and / or maintenance company for office related maintenance needs / issues.
• Manage daily shipping and receiving (mail and packages) incoming and outgoing from office. Includes US Mail as well as FedEx and UPS.
• Manage Conference Room and Huddle Rooms for Office including meeting reservations and meeting setup and take-down as may be required.
• Inventory and maintenance of office supplies including procurement of competitive pricing from multiple vendors, ordering, receiving and distribution of supplies.
• Management of office related vendors and / or contracts (office supplies, drinking water, copier, coffee, first aid, electric, internet, janitorial etc.)
• Typing as necessary (letters, meeting minutes, notes etc.) Note that most of this work is performed by our project teams, however, there are times when assistance is needed.
• Must have a solid working knowledge of Microsoft Office software including but not limited to Microsoft Word, Excel, PowerPoint, Outlook, SharePoint, and Teams.
• Assist with management of subcontractor insurance certificates to assist accounting including receipt, processing, and submission of insurance certificates via electronic process.
• Assist with management of miscellaneous vendor invoices to assist accounting including receipt, processing, and submission of miscellaneous invoices via electronic process.
• Assist with or assemble Monthly Expense Reports and Credit Card Expense Reports for NASH Leadership Team.
• Frequent data entry and database management in support of contact and client tracking, project tracking, and networking efforts.
• Coordinate and schedule meetings for NASH Leadership Team (Lunches, networking events etc.)
• Coordinate and book travel (Airfare, Hotel, Rental Car) for NASH Leadership Team.
• Organize and coordinate company events and conferences including exterior events such as subcontractor, vendor, client, Architect / Engineer and organizations AND ALSO interior WT team functions.
• Support Business Development Manager in pursuits including assisting with data mining, project research, assembly of data and graphics for team pursuits.
• Assembly and submission of bi-weekly payroll for Nashville Office.
• Prepare and maintain office tracking logs and reports as required.
  • Training Logs and Records (TOSH, TDEC, First Aid, CPR, WT Training Modules etc.)
• Assist with planning and coordination of hiring efforts which may include coordinating interviews, making travel arrangements, initiating career fair reservations, coordinating event supplies, follow up with candidates, and support of recruiting efforts at various schools, colleges, and universities. Note: recruiting at Career Fairs and office interviews will be performed by Whiting-Turner management staff.
• Assist with new employee onboarding/offboarding process. Including but not limited to equipment requests coordination from and returned to our corporate office.
• Assist with auditing and daily maintenance of office budgets (Operating and Overhead) and monthly tracking of actual vs budgeted costs.
• Manage the office training/certification efforts through coordination with NASH Leadership to ensure the yearly agenda is planned and resources properly coordinated for both the office and project teams as needed.
• Support the NASH leadership efforts in planning and executing Community Service efforts throughout middle Tennessee.

Manages online filing structures for the Nashville office to reflect an accurate and up to date local resource and archival system for local use.