Office Administrator

Job Description

Job DescriptionJob Title: Office AdministratorJob Description

The Office Administrator supports daily operations for a geotechnical engineering, environmental consulting, and construction materials testing office in Tennessee. This role serves as the administrative backbone of the office, providing comprehensive support to engineers, project managers, field staff, and leadership. The Office Administrator manages office functions, coordinates communication, maintains records, and ensures that teams remain organized, informed, and productive in a fast-paced professional services environment.

Responsibilities

• Answer and direct incoming phone calls, emails, and visitors in a professional and courteous manner.
• Manage incoming and outgoing mail, packages, and deliveries to ensure timely distribution.
• Maintain office supplies and equipment, including monitoring inventory and coordinating with vendors.
• Organize and maintain both electronic and physical filing systems to support easy access to records and documentation.
• Support day-to-day office operations to promote an efficient, organized, and productive work environment.
• Assist engineering and project teams with preparing, formatting, and distributing documents.
• Prepare reports, proposals, correspondence, and project-related documentation with accuracy and professionalism.
• Enter and maintain project and client information within company databases and systems.
• Support project managers with scheduling, tracking deliverables, and coordinating administrative aspects of projects.
• Coordinate meetings, conference calls, and office events, including logistics and communication.
• Arrange travel accommodations and itineraries for staff as needed.
• Assist with staff scheduling, training coordination, and onboarding activities for new team members.
• Compile reports, spreadsheets, and other administrative deliverables to support operations and leadership.
• Maintain accurate records and ensure that all documentation is current, organized, and properly archived.
• Support invoice processing, expense reporting, and other administrative accounting functions.
• Provide administrative support for human resources and recruiting-related activities.
• Assist with business development efforts, including client events, proposals, and office initiatives.
• Participate in special projects and process improvement efforts to enhance office efficiency and effectiveness.

Essential Skills

• Minimum of 2 years of experience in administrative support, office coordination, or office management.
• Strong proficiency in Microsoft Office Suite, particularly Word, Excel, and Outlook.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to prioritize and manage multiple responsibilities simultaneously.
• High attention to detail and accuracy in all administrative tasks.
• Ability to maintain confidentiality and demonstrate professionalism in all interactions.
• Administrative support and office management experience in a professional environment.
• Ability to provide administrative assistance to multiple team members and departments.

Additional Skills & Qualifications

• Associate Degree in Business Administration, Office Administration, or a related field.
• Experience supporting engineering, construction, environmental consulting, architecture, or technical services organizations.
• Experience working with project documentation, proposals, or technical reports.
• Self-motivated and dependable, with a strong sense of ownership over responsibilities.
• Strong customer service mindset and commitment to supporting internal and external stakeholders.
• Ability to work both independently and collaboratively as part of a multidisciplinary team.
• Excellent time management and multitasking abilities in a dynamic environment.
• Positive attitude and willingness to support a wide variety of functions and tasks.
• Comfortable working in a fast-paced professional services environment.
• Interest in contributing to infrastructure and development projects within the region.

Work Environment

This role is based in a professional office that supports geotechnical engineering, environmental consulting, and construction materials testing services. The Office Administrator works closely with engineers, geologists, project managers, field staff, and other professionals on a daily basis. The environment is fast-paced, team-oriented, and focused on delivering high-quality technical and consulting services. Work is performed on a full-time basis during standard business hours, with frequent use of computers, office software (including Microsoft Word, Excel, and Outlook), and standard office equipment. The culture emphasizes collaboration, reliability, and continuous improvement, offering the opportunity to support meaningful infrastructure and development projects while contributing to a stable workplace with potential for growth.

Job Type & Location

This is a Contract to Hire position based out of Nashville, TN.

Pay and Benefits

The pay range for this position is $23.00 - $28.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Nashville,TN.

Application Deadline

This position is anticipated to close on Aug 10, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.