Administrative Assistant - Healthcare Market at Gresham Smith in Nashville, Tennessee

Job Description:

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 support our Nashville Healthcare studio.

Applying for this position could pave the way to other open opportunities requiring similar skills and qualifications. If your qualifications match, you could be considered for additional roles at Gresham Smith.

Responsibilities:

• Primary support for office staff, department managers, and business development leaders with project-specific and general duties as needed.
• Answer phones, route calls, take messages, answer inquiries, place conference calls, and greet incoming clients/guests.
• Track the location/availability status of all team members on a daily and long-range basis: in the office, on vacation, out of the office on business, availability for meetings, etc. via the office calendar.
• Type letters, memos, reports, narratives, and proposals from handwritten notes or other sources, as well as format the Gresham Smith way; edit and proofread materials such as letters, technical documents and forms, contracts, reports, and meeting notes. Sort and box/bag items for archiving.
• Produce or maintain project tracking information such as insurance certificates, contracts, and other misc. project data.
• Organize and maintain the office. Order supplies and service work. Arrange office equipment and facilities maintenance. Process incoming/outgoing faxes. Miscellaneous copying.
• Process and distribute all outgoing and incoming mail and packages through USPS, UPS, FedEx, courier, and overnight services.
• Proactively plan and support internal and external events and meetings to support the People and Culture pillar of our strategic plan. 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.
• Support project specifications preparation.

Document Control Responsibilities:

• Handling in/outgoing mail, stamping packages, monitoring RFI/Submittal process and adjusting priorities as needed.
• Maintain a central master file and field office files of all incoming and outgoing documents for the program construction management team, construction drawings, reproducible manufacturer drawings, specifications, and contract documents.
• Maintain construction document files and daily report logs.
• Assist construction staffing with correspondence needs. Process, record, and distribute all incoming and outgoing correspondence, filed authorizations, telephone records, etc.
• Maintain electronic program files; assist with contractor submittals coordination.

Minimum Qualifications:

• A high school diploma (or GED) is required.
• Self-motivated and able to work independently.
• Able to contribute positively as part of a team, helping staff as requested.
• Strong Microsoft Office Suite skills including Outlook, Word, Excel, PowerPoint, and Teams.
• Able to lift up to 20 lbs.

Preferred Qualifications:

• Bachelor's or Associate's degree in Business Administration or equivalent field.
• 3-4 years of experience supporting an Architectural/Engineering/Design firm.
• Deltek Vantagepoint, Adobe Pro, and Newforma software knowledge.

Gresham Smith is committed to a diverse and inclusive workplace. Gresham Smith provides equal employment opportunities to applicants and employees and does not discriminate on the basis of age, race, color, ancestry, religion, sex, sexual orientation, gender identity or expression, transgender, national origin, status as a protected veteran, disability or any other classification protected by law.

Gresham Smith will not accept unsolicited resumes from recruiters, headhunters, contract recruiters, search firms, or employment agencies. An executed GRESHAM PLACEMENT SERVICES AGREEMENT (PSA) is required prior to any payment obligation for either a referral or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously executed PSA, GRESHAM SMITH explicitly reserves the right to recruit and hire those candidate(s) at its discretion, and without any financial obligation whatsoever to the recruiter or agency. Any such unsolicited resume or candidate contact information, including those submitted directly to GRESHAM SMITH'S hiring managers or any other employee, shall become the property of GRESHAM SMITH upon receipt.

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