Now Hiring - Building Service Inc - Administrative Assistant, Business Development - Nashville TN in Nashville, TN

The Administrative Assistant is a non-exempt salary position with paid overtime. This position is responsible for providing personalized administrative support to a Senior Leader in a well-organized and timely fashion. This employee will work on a one-on-one basis on a variety of tasks related to Senior Leader’s working, and at times personal life, and will assist in providing leadership, training and guidance to the other administrative staff. Communication is an essential function of the Administrative Assistant as they will be responsible for delivering information from leadership to the staff and company at large. Confidentiality is also an essential function of this position. Though this position is located at a specific office travel may be required in order to support Senior Leadership or to train other administrative staff (less than 10%).

STEPS FOR APPLYING:

1 - Complete the Culture Index survey. Click or copy/paste in a web browser this link ([please apply online] The survey should take you no more than 10 minutes to complete.

2 – Submit your resume.

Principal Duties and Responsibilities – Essential Functions

1) LEADERSHIP ASSISTANCE

• Oversee/manage the calendars of assigned Senior Leader and/or their subordinate(s), as directed.
• Schedule and/or delegate scheduling of meetings. Send reminders to team of appointments/meetings.
• For scheduled meetings, create the agenda or huddle document and take notes, as needed, or directed.
• Screen phone calls and if required, the email accounts of Senior Leadership and respond, on their behalf, to the low priority messages.
• Assist Senior Leader in arranging travel – book airfare, hotel and car, as needed.
• Tickler all birthdays, anniversaries, holidays, and as necessary procure gifts as directed by Senior Leader.
• Coordinate vendors and handle the business of the office.
• Notarize documents, as required.
• Streamline processes and procedure manuals with assistance from Senior Leadership.
• Oversee work product tracking and assist Senior Leadership with monitoring metrics to further the benefit of the company.
• Manage Continuing Education requirements and compliance for Senior Leadership.
• Assist Senior Leader in management of expense accounts including pre-review of expenses to ensure compliance with company requirements and goals.
• Review work product by staff periodically and as directed by Senior Leader to ensure compliance with company policy.

2) OFFICE MANAGEMENT

• Maintain positive and professional office environment and welcome and greet clients and office guests.
• Prepare and assist with creation of corporate documentation and oversee electronic filing.
• Streamline the office workflow (filing and/or sorting).
• Maintain a strict level of confidentiality and discretion.
• Provide training and direction to Administrative Assistants, as directed by Senior Leadership.
• Manage office vendors and overall office environment.

3) ADMINISTRATION

• Answer the phone in a professionally, friendly manner.
• Oversee the daily phone schedule and communicate accordingly with each admin assigned to phone duty.
• Responds to and answers emails in a timely fashion.
• Participates in Company huddles.
• Assist assigned staff with booking travel – airfare, hotel, and car.
• Assist assigned staff with completion of Field Notes, Field Reports, DPRs, and any other work product required to further the business of the company. Assistance includes proof reading, formatting, etc. as defined in the Office Administration guidelines and as assigned by various production team members.

4) MISCELLANEOUS

• Create and continue to refine the system of how to be an effective Administrative assistant to Senior Leader.
• Complete expense reporting in Ajera for Senior Leadership and oversee receipt collection and electronic filing.
• Assist with billing disputes, if needed.
• Order items online as directed by Senior Leader.
• Manage and drive Projects as deemed appropriate and assigned by Senior Leader.
• Works proactively to complete the overall goals of the Company.
• Assists management in anyway conducive to the efficient operation of the job.
• Perform tasks, as assigned by your supervisor or Leadership Team, not enumerated in the job description as required to further the mission of BE-CI.

Job Qualifications:

Education (required):

• Bachelor’s Degree from an Accredited 4-year University/College with at least 6 months to 1-year experience in an administrative role;
• Associate degree with at least 2+ years of experience in an administrative role;
• High school diploma/GED with at least 4+ years of experience in an administrative role.

Certification (preferred): N/A

Personal Requirements:

• Dedicated, reliable, loyal, energetic, and honest
• Self-motivated, yet team player
• Problem solver
• Highly efficient, proactive, and customer-oriented
• Organized and task oriented
• Punctual
• Adhere to the Company’s 4 Core Values: People/Knowledge/Servant/Balance

DO NOT FORGET THE SURVEY:

To be considered for this position, along with submitting your resume, please complete the Culture Index survey by either clicking or copying this link ([please apply online] and pasting it in a web browser. The survey should take you no more than 10 minutes to complete.

ABOUT US

BE-CI is a licensed professional building enclosure and engineering firm that specializes in consulting for the entire building enclosure. We strive for Sensibility in everything that we do. To us this means providing the most appropriate solution to our client's needs and not necessarily the most conservative. To accomplish this we lead, mentor, and train all of our employees in detailed internal processes and procedures that ensure technical accuracy and consistency from office-to-office and project-to-project.