Administrative Assistant - Corporate Services Market

As a multimarket firm, we touch many areas of life : from designing highways and bridges that connect people, to clean water systems, to hospitals and corporate campuses of the future.

That’s why we’re able to offer endless opportunities for people to hone their skills and strengthen their understanding of different disciplines and perspectives.

Administrative Support is central to the success of the firm and behind all the hard work is a team of really sharp, down-to-earth people who love a good challenge and a good time.

Gresham Smith is looking for an Administrative Assistant to provide dual support in our Nashville office for our Building Engineering Market and our Project Delivery Excellence Pillar.

Building Engineering 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.

Project Delivery Excellence Pillar Responsibilities :

• 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.

Minimum Qualifications :

• 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
10 days ago