Project Administrator

TTL•Nashville, TN

7d•Onsite

About The Position

The Project Administrator in our Nashville office will assist the Office Manager in facilitating the orderly and business-like operation of the office. The Project Administrator will work closely with the Office Manager, staff and corporate accounting department on timekeeping, projects, billing and schedule tracking. Assist Client Managers with project setup and coordinate and update calendar. Additionally, will serve as the front desk person which entails phone coverage, greeting clients, guests and set up for client meetings.

Requirements

3+ years of administrative or related work experience preferred
Proficient in Microsoft Office software, particularly: Word, Excel, and Microsoft PowerPoint.
Proficiency in Microsoft Teams is helpful.
Professional attitude and appearance
Communicate clearly and professionally, both orally and in writing
Display tact and professionalism in all communications
Must have an “ownership” mentality
Able to complete complex administrative tasks with minimal supervision
Able to multi-task and prioritize projects

Responsibilities

Establish and maintain effective and harmonious working relationships with other employees and deal tactfully and courteously with outside entities and the general public
Maintain confidentiality of information.
Follow scheduled accounting calendar and assist project managers and staff on billing accuracy to ensure invoices sent to clients from corporate office are correct.
Assist with all accounting aspects of project from setup to close in the accounting software to ensure accurate time and data is maintained.
Enter Accounts Payable data.
Assist with Accounts Receivable and work with Project Managers and Office Manager to provide client requested backup.
Serve as support to Office Manager for pre-employment hiring process and new hire orientation.
Assists with proofreading reports and correcting grammatical errors.
Establish and maintain contract/report and correspondence files; maintain filing systems in line with the records retention program.
Assist with inventory and restocking of PPE, office supplies, kitchen supplies.
Distribute fuel cards and drug screening forms when needed.
Schedule and set up meetings, schedule conference calls and appointments
Operate and troubleshoot a variety of office machines, such as printers, punching and binding machines, folding machines, laminators, copiers, etc.
Serve as contact for local office to assist with scheduling service calls for all aspects of building maintenance.
Will also serve as backup for maintenance and repair calls for office machinery.
Complete tasks accurately, on schedule, and without prompting.
Demonstrate compliance with all required safety protocol.
Responsive and professional when interacting with Clients, Visitors, and Team Members.