Administrative Assistant - Nashville, TN

Rimkus Inc. (www.rimkus.com) is a worldwide leader in Engineering and Technical Consulting. With over 1400 employees and 110 offices, we have experienced organic growth of 8-12% each year in addition to multiple acquisitions. NOW IS THE TIME to join this growing and stable company.

We are currently seeking an Administrative Assistant for our busy office in Nashville, TN. In this role you will support the business group and/or specific operating department by performing clerical and administrative duties for office personnel. Prepare letters, emails, and spreadsheets. Maintain job files and business records, coordinates meetings, and assist with special projects. Review other confidential client communications. Process and distribute incoming mail, greet visitors, and answers phones and route calls to office personnel. Provide specialized administrative support to the District Manager or department head. Work under general supervision in the performance of assigned tasks.

Essential Job Functions

Matter Specific Administration

• Prepares general correspondence and emails. 
• Receives incoming matter assignments, addresses all elements of matter sheet, and inputs assignment into company systems with accuracy. Communicates with clients on a professional level.
• Ensures timely review of invoices and submits to clients via email or client portal. 
• Maintains matter-related and general office files per company directives (hard copies, electronic, archived, vendor files) and other files related to the company’s business.
• Depending on office size, may oversee evidence storage, and evidence records.

General Office Administration

• Schedules and organizes activities such as meetings, and other activities for all members of the department or business group.
• Processes matters and check requests, and third-party invoices.
• Answer phones and route calls to office personnel.
• Work in conjunction with other administrative staff in the office.
• May assist the District Manager and Business Development Manager with client collections.
• Adheres to directives as outlined in the Administrative Systems and Procedures Manual.
• Attends and participates in monthly region administrative conference calls.
• Performs other duties as assigned.

Required Education and Certifications

• High school diploma with some college.
• Associate degree or higher desired.
• Minimum of 3 years’ experience in an administrative capacity.
• Experience in legal, construction, insurance industries a plus.

Required Skills and Abilities

• Must have strong interpersonal skills, including professional tact and diplomacy. 
• Must be able to handle sensitive and confidential information.
• Must be able to understand departmental operations and procedures.
• Must be able to interact and communicate with individuals at all levels of the organization. 
• Must have working knowledge of a variety of computer software applications including word processing, spreadsheets, email, and presentation software (MSWord, Excel, Outlook, PowerPoint, and Teams), and other technical software and database (SharePoint, etc.) programs.
• Must possess good business writing, editing, and proofreading skills; work requires continual attention to detail, establishing priorities, and meeting deadlines. 
• Must have the ability to read, analyze, and understand information and ideas presented in writing.
• Must be able to respond written or verbally to job-specific and general inquiries from management, peers, subordinates, clients, and external vendors.
• Must be able to produce and disseminate correspondence (i.e. emails, letters, etc.) as requested.   

Physical Demands, Overtime, Language and Writing Skills, and Travel Requirements

Physical Demands - Work is performed primarily in an office setting.  Employee is frequently required to stand, walk, sit, climb, bend, balance, stoop, kneel, crouch, talk, and hear. Employee may lift and/or move up to 25 pounds. Clear vision and depth perception are also necessary.

Overtime - This position is salaried with a non-exempt FLSA status. Regular working hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, with one hour for lunch.  There will be periods where overtime will be required, which the employee will need to comply with in order to meet the demands of the position.  

Language and Writing Skills - Must have ability to read, analyze, and understand information and ideas presented in writing. Able to respond written or verbally to job-specific and general inquiries from management, peers, subordinates, clients, and external vendors. Must be able to produce and disseminate correspondence (i.e. emails, letters, etc.) as requested.   

Travel Requirements – Not expected for this position.

THIS JOB DESCRIPTION IS SUBJECT TO CHANGE AND DOES NOT CONSTITUTE A CONTRACT FOR EMPLOYMENT OR A GUARANTEE OF CONTINUED EMPLOYMENT.

Rimkus is an EEO/Affirmative Action Employer and will make all employment-related decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

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