Job Description
Overview:
Kimley-Horn, one of FORTUNE Magazine's "100 Best Companies to Work For." is looking for an experienced Production Assistant for our Nashville, TN office. We are seeking a tech-savvy, proactive, detail-oriented professional to provide the office with administrative support for a 100+ person and growing office of engineers and planners.
Responsibilities:
Job duties include:
- Assist with producing plans, project manuals and reports (copying, printing and/or scanning documents)
- Assist Project Managers with contract processes and preparing contract documents, request insurance certificates
- Create and modify documents using Microsoft Office and Adobe Professional
- Maintain hard copy and electronic filing systems - assist with project submittals and agency/client deliveries
- Provide exceptional internal and external client service
- Maintain project tracking software, communicate deadlines to the team and review deliverables
- Proactive/Go-getter personality preferred to assist with developing new tools and processes for project and program management
- Cold calling clients for meeting setup
- Able to balance and manage multiple tasks and priorities
- Willingness to learn and work with new software
- Assisting with submitting applications for permits
- Researching code requirements and development processes
- Support project managers and team members as needed
Backup receptionist duties (as needed):
- Manning the front desk, answering the phone, greeting visitors and clients
- Ensuring that staple supplies are stocked, putting in special supply order requests.
- Coordinating occasional large gatherings of out-of-town office visitors, including facilitating multiple catering orders, conference room set up and break down
- Managing Fed Ex/UPS/USPS including: ordering/printing postage and mailing supplies as needed; making labels; picking up the mail and distributing it; managing interoffice and other outgoing mail.
- Ordering catering for internal and external meetings as requested.
- Coordinating the use and maintenance of fleet vehicles.
- Coordinating travel for practice as requested.
- Perform general clerical duties including: photocopying, report binding, faxing, mailing, shipping, filing, meeting and travel coordination, preparing expense reports, and upkeep of production room and equipment.
Qualifications:
Requirements:
- High school diploma or equivalent required; Bachelors degree preferred
- Ability to keep up with rapidly changing technology
- Related experience in an Engineering/Architectural consulting industry preferred
- Outstanding organizational and prioritization skills with ability to meet deadlines
- Excellent written and verbal communication skills
- Strong writing, editing and proofreading skills
- Ability to multi-task in a fast-paced environment and respond to multiple project managers
- Proactive and detail oriented, working with a sense of urgency
- Positive and client-focused with a take-charge mentality
- Self-motivated, ability to take initiative with tasks and projects
- Proficiency with MS Office including Word, Excel, PowerPoint, Outlook, and Adobe
- Ability to learn new tasks and/or software programs quickly
- Must have a valid drivers license
Kimley-Horn
Job Tags
Contract work,