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["Civil Engineering","Architecture & Planning","Consulting"]

Receptionist / Administrative Assistant

Nashville, TNOnsiteFull TimePosted 1 month ago

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Required skills

  • reception
  • administrative
  • front desk
  • office operations
  • client interaction
  • visitor management
  • employee support
  • prioritization
  • confidential information
  • driver's license

Nice to have

  • performance bonus
  • health coverage
  • dental coverage
  • vision coverage
  • prescription coverage
  • PTO

Role summary

Thomas & Hutton is seeking a Receptionist / Administrative Assistant to serve as the welcoming first point of contact, ensuring a professional and organized office environment. This role is crucial for smooth daily operations, client, visitor, and employee experiences. The ideal candidate possesses strong attention to detail, prioritization skills, and the ability to handle confidential information. Responsibilities include managing administrative tasks in a fast-paced setting and regular local driving for office needs. The company offers competitive pay, a performance bonus, excellent benefits, and professional development opportunities.

Be the welcoming first point of contact for a company where relationships matter. At Thomas & Hutton, you’ll play an important role in creating a professional, organized, and welcoming experience for our clients, visitors, and employees while helping keep daily office operations running smoothly. If you take pride in providing exceptional service, enjoy interacting with people, and can confidently manage a variety of administrative responsibilities in a fast-paced professional environment, this role is for you.

What you'll do:

  • Serve as a professional and welcoming first point of contact for clients, visitors, vendors, and employees entering the office
  • Regularly answer and manage the main office phone line, professionally directing calls, responding to inquiries, and taking accurate messages
  • Maintain an organized and welcoming front desk and reception area
  • Manage conference room scheduling and coordinate daily meeting calendars
  • Coordinate meeting logistics, including room setup, catering, refreshments, and other meeting needs
  • Regularly drive to local restaurants, caterers, stores, and other locations to pick up lunches, meals, refreshments, and supplies for meetings, employee events, and company functions
  • Assist with Lunch & Learn sessions, including scheduling, catering, room preparation, vendor coordination, and other logistics
  • Support employee celebrations, appreciation events, office gatherings, and company-sponsored activities
  • Coordinate mail, UPS shipments, internal distributions, and other incoming and outgoing materials
  • Support bid pickups and deliveries to ensure timely handling of project documents and materials
  • Coordinate Employee Wellness Program rewards, T&H apparel orders, and other programs involving employee distribution
  • Maintain and reconcile petty cash records in accordance with company procedures
  • Coordinate Enterprise vehicle rentals for employees as needed
  • Coordinate newspaper advertisements and other administrative placements as directed
  • Maintain business license records, monitor renewal dates, and assist with required documentation and filings
  • Provide notary services for company documents and related administrative needs
  • Provide additional administrative and operational support to the office as needed

    • What you bring:

  • Associate degree preferred; equivalent education and relevant administrative experience will be considered
  • 2+ years of administrative, receptionist, customer service, or office coordination experience, preferably within a professional services or office environment
  • A professional and polished approach to greeting clients, answering telephone calls, and interacting with employees, vendors, and visitors
  • Strong customer service orientation and ability to represent Thomas & Hutton professionally as a primary point of contact for the office
  • Strong written and verbal communication skills, including professional telephone etiquette
  • Demonstrated experience with Microsoft Word, Excel, Outlook, and calendar management
  • Ability to draft letters, memos, emails, and spreadsheets at an advanced level
  • Experience coordinating meetings, catering, events, and general office logistics
  • Excellent organizational, time management, and multitasking skills
  • Strong attention to detail and follow-through
  • Ability to independently prioritize responsibilities and exercise sound judgment in a fast-paced environment
  • Ability to appropriately handle confidential and sensitive information
  • Flexibility and willingness to assist with a variety of office and employee needs as they arise
  • Valid driver’s license and reliable transportation required; local driving to pick up lunches, meals, refreshments, supplies, and other items for meetings and events is a regular responsibility of this position

    • Why Thomas & Hutton?

    Why Thomas & Hutton?

    • Competitive pay plus performance bonus
    • Condensed work schedule for better work-life balance
    • Top-tier health, dental, vision, and prescription coverage
    • 401(k), generous PTO, holidays, and tuition assistance
    • Thomas & Hutton University and professional development opportunities

    Schedule:

    On-site: Monday–Thursday 7:30 a.m.–5:30 p.m.; Friday 7:30 a.m.–11:30 a.m.

    This is an on-site, front-office position. Consistent in-person presence is essential to successfully perform the reception, telephone, meeting support, and office coordination responsibilities of the role.

    How to apply:

    Ready to put your professionalism, organization, and service mindset to work as an important part of the Thomas & Hutton team? Apply today at www.thomasandhutton.com/careers.

    At Thomas & Hutton, our mission of “Building Relationships and Solutions for Success” shapes how we serve our clients, strengthen our communities, and invest in our team. As a private employee-owned firm consistently recognized as a Top Workplace and recipient of PSMJ's Build a Better World Award, we're known not only for exceptional projects but for how we treat people and our communities.

    When you join Thomas & Hutton, you'll discover a career with real purpose. We equip you with cutting-edge tools, technology, and software to work efficiently and excel. Our career development programs, including PaTHways and T&H University, combine with approachable leadership and a collaborative environment to support your professional growth at every stage. Pair that with competitive benefits, genuine work-life balance, and meaningful opportunities to give back through T&H Helping Hands, and it's clear why so many professionals choose to grow their careers here.

    Learn more at www.thomasandhutton.com

    Thomas & Hutton is a Drug-Free Workplace and an E-Verify participant.

    Ready to apply?
    You'll be redirected to Thomas & Hutton's application page.

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