Nashville - Office Manager
Category
Clerical and Administrative
Job Location
10 Lea Avenue Suite 580, Nashville, Tennessee
Position Type
Full-Time/Regular
OFFICE ADMINISTRATIVE ASSISTANT
In this role, candidates would be seen as the first point of contact for the company and supports the office personnel as both a resource and leader. Demonstrate skills in management practices, administrative processes, and procedures, including strong leadership, organizational, prioritizing, and problem-solving skills while making it a priority to work harmoniously with individuals while maintaining a commitment of professionalism. The administrative assistant's core duties, required knowledge, abilities, and skills include the following:
- Work independently and organize complex clerical tasks
- Ability to be flexible and adaptable in a variety of situations
- Meet strict timelines and perform multiple tasks
- Cost consciousness
- Welcome all visitors by greeting them, in person or on the phone
- Communicating in a positive and effective manner with staff, vendors, subcontractors, and visitors
- Answer phone calls and transfer them appropriately, check the office voicemail
- Distribute all incoming mail/packages and prepare all outgoing mail
- Maintain the conference room calendar
- Ensure that common areas are organized and operational, front desk area, conference rooms, and kitchen area
- Keep office supplies stocked - taking inventory/ordering supplies, order toner for office printers and send empty toner out to be recycled
- Maintain various informational lists within the office
- Various data entry as needed
- Upload Owner Contracts for the region
- Manages, schedules, and arranges meetings and travel for office employees
- Spearheads special projects for the staff within budget by organizing and coordinating information and requirements; planning, arranging, and meeting deadlines
- Builds and maintains strong internal and external relationships
- Develops and maintains procedure guidelines for areas of responsibility
- Manages training and development for team including but not limited to, ensuring compliance with company standards and procedures.
- Collaborates with regional administrative assistants to increase efficiency, productivity, and time management & cost consciousness
- Maintain a high level of confidentiality and commitment of professionalism
- Communicate clearly and concisely in both written and oral form
- Performing other duties assigned
Required Skills
- 5+ years in the administrative and office environment
- Excellent time management skills and the ability to prioritize work
- Strong organizational skills with attention to detail
- Communicate clearly and concisely in both written and oral form
- Maintain a high level of confidentiality and commitment of professionalism
- Ability to work independently
- Remain calm under trying circumstances and work with frequent interruptions
- Knowledge and proficiency in the use of technology (i.e., computers, Microsoft Office Suite, MS Teams, Multi-line phone system, Adobe and/or Bluebeam, General Office Equipment such as copier/scanner, etc.)