Administrative Assistant

TransCore • Nashville, TN

43d • Onsite

About The Position

TransCore (TRN), a subsidiary of ST Engineering, is seeking a full-time Administrative Assistant to join our team. This will be an on-site position working in the Nashville Corporate Office. Summary - The Administrative Assistant performs a variety of administrative support tasks, which may include general administrative support, assisting with invoice coding and approval, preparing reports and other documentation as requested by the management team, creating and maintaining accurate documents and records, processing and receiving mail and shipments, requisitioning supplies, and organizing office operations and procedures. Qualifications: The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Essential Duties and Responsibilities: The responsibilities listed are a general overview of the position, and additional duties may be assigned.

Requirements

• High school diploma or general education degree (GED) with 1 to 3 years of previous work-related skill, knowledge, and experience required.
• Demonstrated proficiency with Microsoft Office Suite (Excel, PowerPoint, and Word), PDF, and SharePoint.
• Outstanding organizational and time management skills.
• Excellent verbal and written communication skills.
• Highly developed interpersonal skills with the capacity to cooperate and build constructive relationships at all levels of interaction, both internal and external.
• A powerful sense of the importance of follow-up, follow-through, and attention to detail in all areas of responsibility.
• Must have the ability to work independently as well as effectively communicate with team members.
• Ability to maintain confidential information.
• Possess the ability to work on several assignments at once and meet deadlines.

Nice To Haves

• Associate degree or equivalent from a two-year College or Technical School preferred.

Responsibilities

• Serve as the main office contact for building management, employee questions, needs, and general administrative support.
• Manage office phone lines (Nashville and Corporate), including call routing, voicemail forwarding, and message distribution.
• Retrieve, scan, distribute, and ship incoming and outgoing mail and packages via USPS and FedEx; create labels, schedule pickups, and support departmental shipping needs.
• Maintain common areas and inventory of office supplies, kitchen refreshments, and breakroom items, including stocking supplies, placing and tracking orders, running the dishwasher, and ensuring overall cleanliness.
• Submit work orders for maintenance issues, additional trash pickup, and other facility needs including recycling and trash disposal in compliance with building policies.
• Request, manage, and distribute building access cards, coordinate user set up and after-hours access permissions.
• Support building requirements such as fitness center waivers, annual fire drills, freight elevator access, COIs, and required trainings.
• Receive, review, and code invoices with appropriate department and GL information through SharePoint system.
• Coordinate meetings and onsite events by setting up and maintaining conference rooms and managing catering logistics, including ordering, setup, and post‑event cleanup.
• Assist with planning quarterly events and the annual holiday party, including vendors, contracts, invitations, and payments.
• Manage employee recognition programs, including monthly anniversary certificates and milestone service awards, coordinate printing, approvals, and domestic and international shipments.
• Perform additional administrative and operational duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED