Senior Administrative Coordinator - Nashville

Brown and Caldwell•Nashville, TN

11d•$20 - $28•Onsite

About The Position

Brown and Caldwell (BC), a leading environmental engineering firm, has an exciting opportunity in our Nashville office for a full-time Office and Laboratory Coordinator to manage administrative functions. The ideal candidate demonstrates exceptional organizational skills, possesses substantial experience in daily office operations, is dedicated to supporting colleagues, and contributing meaningfully to the team. Join our collaborative organization that values learning, growth, and a supportive, healthy environment. Must be able to work at least 4 days in the office. Detailed Description: Office Management. Work closely with the Nashville Local Leader to maintain office organization, efficiencies, and communication with staff. Responsibilities include but are not limited to: overall office logistics, facilities/asset management, scheduling, developing, and supporting meetings (local and national), and identifying activities to engage staff and support local efforts around employee network groups; lead and support office events such as virtual coffee chats, office lunches, all hands meetings, and other employee events throughout the year; ensure the office environment is maintained in a professional and orderly manner; serve as the point of contact with building management regarding communications with the office, building procedures, and any concerns related to the office or building; submit invoices to Accounts Payable for services provided to the office. Administrative Support. Provide comprehensive administrative support and assistance to all staff members for various office functions and operations. Responsibilities include: welcoming clients, vendors, guests, and staff; answering office calls; overseeing and maintaining office supplies and equipment maintenance; coordinating mail, courier services, and FedEx shipments; organizing cleaning and repair services; liaising with corporate administration and facilities management; arranging travel; preparing written communications such as office-wide emails, Microsoft Teams posts, and small group coordination efforts; perform assignments of a confidential nature for functional groups and managers; virtually support other nearby Brown and Caldwell (BC) offices as needed; understand, implement, and adhere to corporate policies related to finance, cost control, project delivery, safety, and quality assurance. Laboratory Services: Work closely with the Brown and Caldwell Treatability Laboratory Manager to support on-site laboratory day‑to‑day operations, procurement, and financial tracking, including budget monitoring, invoice processing, subcontract and purchase order administration, and coordination with accounting. The coordinator serves as a primary administrative point of contact for the lab’s vendors, subcontractors, and internal teams; supports inventory management, shipping and receiving, logistics, and documentation; prepares spreadsheets, reports, presentations, and other time‑sensitive materials; and maintains laboratory SharePoint sites and administrative tools. Correspondence/Client Deliverables: Coordinate and assist with formatting reports, letters, Scopes of Work and Design Specifications including text, tables, spreadsheets, graphics, and other diverse content. Proofread reports, records, and other data for accuracy. Assist leadership with the review and printing of reports. Onboard New Employees: Work with supervisors and office personnel (local and regional) to develop onboarding plans and conduct new employee orientations. Health & Safety: Lead and collaborate with local and national health and safety team on annual emergency action plan, annual fire/evacuation drills, employee ergonomic assistance, Personal Protective Equipment (PPE) orders; maintain and keep inventory of PPE supplies; and other health and safety related items. Marketing: Responsibilities may include: support with reviewing, printing, combining, and delivering client proposals; provide logistical support as needed for local conferences.

Requirements

High school diploma plus minimum five years’ experience in a professional office setting.
Must be proactive, self-motivated, able to manage and prioritize multiple tasks, work both independently and in a team environment, and under deadline pressures.
Strong management, coordination, and organization skills are essential.
Ability to be resourceful in researching issues, solving problems, and offering creative solutions.
Empathy for others with the ability to develop and maintain client relationships both internal and external (in person and virtually).
Maintain confidentiality and ensure the protection of all sensitive information.
Knowledge of organizational operations and procedures is essential.
Proficient in utilizing Microsoft applications, including Word, Excel, PowerPoint, and Outlook, to support daily business operations and enhance productivity.
Skilled in creating, organizing, and maintaining SharePoint sites, lists, and libraries to facilitate efficient information sharing and project management.
Excellent written and verbal communication skills. Experience in proofreading and formatting is necessary.
Must be able to work at least 4 days in the office.
Notary Public in the State of Tennessee or willingness to become a notary.
Valid driver’s license and good driving record.

Nice To Haves

Technical editing/writing experience is a plus.
Associate or bachelor’s degree in related field.
Some level of basic IT skills, i.e. experience helping new employees with computer setup and system access, is a plus.
Experience with a PDF program such as Adobe or Bluebeam a plus.
Travel: Infrequent, less than 2%.