Administrative Assistant

Coburn's Exclusive•Gallatin, TN

2d•Onsite

About The Position

Coburn’s Exclusive is a growing architectural metal fabrication company, with an environment that is focused on our customers and providing the best experience we possibly can for them. As a result, we seek to hire folks who are just like us...focused on great service! We have an opening in our office to add someone who is also customer-focused and enjoys a collaborative working environment. The Administrative Assistant is responsible for maintaining the efficiency and use of our office, as well as other administrative functions. These administrative functions include, but are not limited to data entry, answering phones, Human Resources activities, and tasks to assist the Finance Department.

Requirements

Authorization to work within the United States
Valid driver's license
Reliable mode of transportation to and from work (including jobs not located at the shop)
Highly organized
Great interpersonal skills
Microsoft Office and Google Suite proficiency

Nice To Haves

Basic bookkeeping skills
Construction Admin Experience
Social Media/ Marketing Experience
AI skills (Claude, Chat GPT, etc.)

Responsibilities

Track and plan activities to boost morale, such as work anniversaries, employee evaluation dates, company holidays, and employee birthdays.
Plan and execute lunches and team functions.
Administer the employee new hire onboarding process.
Administer and track employee timesheets.
Add/remove managers and leads from the employee time tracker system.
Ensure department leads are timely submitting department time.
Verify department time for accuracy and communicate with leads for questions/adjustments.
Conduct daily walkthroughs to check on employees, provide positive reinforcement, and help design/build a new program to track employee metrics (late clock-ins, no-shows, disciplinary actions, positive contributions).
Maintain and update all job descriptions as needed.
Review possible new hire candidates.
Create content for social media pages.
Take pictures throughout the process of a job.
Update the company website with new job pictures and details.
Work with management to set up client lunch and learn events.
Coordinate all networking events.
Perform miscellaneous office filing.
Input invoices into QuickBooks and prepare weekly invoices to be paid.
Track and input office credit card transactions into QuickBooks.
Perform other basic bookkeeping duties as needed.
Maintain and order office supplies, shop inventory, and company swag.
Get and process mail and package delivery.
Assist in the monthly contractor billing process.
Maintain HR and general inquiry email accounts.
Purchase materials.
Price plane tickets, hotels, and rentals.
Price rentals for equipment.
Perform data entry for job tracking.
Prepare presentations.
Organize and follow up on project essentials.