Office Administrator

Aston Carter•Nashville, TN

11d•$23 - $28•Onsite

About The Position

The Office Administrator supports daily operations for a geotechnical engineering, environmental consulting, and construction materials testing office in Tennessee. This role serves as the administrative backbone of the office, providing comprehensive support to engineers, project managers, field staff, and leadership. The Office Administrator manages office functions, coordinates communication, maintains records, and ensures that teams remain organized, informed, and productive in a fast-paced professional services environment.

Requirements

Minimum of 2 years of experience in administrative support, office coordination, or office management.
Strong proficiency in Microsoft Office Suite, particularly Word, Excel, and Outlook.
Excellent written and verbal communication skills.
Strong organizational skills with the ability to prioritize and manage multiple responsibilities simultaneously.
High attention to detail and accuracy in all administrative tasks.
Ability to maintain confidentiality and demonstrate professionalism in all interactions.
Administrative support and office management experience in a professional environment.
Ability to provide administrative assistance to multiple team members and departments.

Nice To Haves

Associate Degree in Business Administration, Office Administration, or a related field.
Experience supporting engineering, construction, environmental consulting, architecture, or technical services organizations.
Experience working with project documentation, proposals, or technical reports.
Self-motivated and dependable, with a strong sense of ownership over responsibilities.
Strong customer service mindset and commitment to supporting internal and external stakeholders.
Ability to work both independently and collaboratively as part of a multidisciplinary team.
Excellent time management and multitasking abilities in a dynamic environment.
Positive attitude and willingness to support a wide variety of functions and tasks.
Comfortable working in a fast-paced professional services environment.
Interest in contributing to infrastructure and development projects within the region.

Responsibilities

Answer and direct incoming phone calls, emails, and visitors in a professional and courteous manner.
Manage incoming and outgoing mail, packages, and deliveries to ensure timely distribution.
Maintain office supplies and equipment, including monitoring inventory and coordinating with vendors.
Organize and maintain both electronic and physical filing systems to support easy access to records and documentation.
Support day-to-day office operations to promote an efficient, organized, and productive work environment.
Assist engineering and project teams with preparing, formatting, and distributing documents.
Prepare reports, proposals, correspondence, and project-related documentation with accuracy and professionalism.
Enter and maintain project and client information within company databases and systems.
Support project managers with scheduling, tracking deliverables, and coordinating administrative aspects of projects.
Coordinate meetings, conference calls, and office events, including logistics and communication.
Arrange travel accommodations and itineraries for staff as needed.
Assist with staff scheduling, training coordination, and onboarding activities for new team members.
Compile reports, spreadsheets, and other administrative deliverables to support operations and leadership.
Maintain accurate records and ensure that all documentation is current, organized, and properly archived.
Support invoice processing, expense reporting, and other administrative accounting functions.
Provide administrative support for human resources and recruiting-related activities.
Assist with business development efforts, including client events, proposals, and office initiatives.
Participate in special projects and process improvement efforts to enhance office efficiency and effectiveness.