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Administrative Coordinator

2 months ago

Atlanta, Georgia, United States Big League Talent Connection Full time
Job Overview

Position Title: Executive Assistant / Office Manager

Industry: Construction

Location: Atlanta, GA

Reporting To: Senior Management

Position Summary:

The Executive Assistant / Office Manager plays a vital role in facilitating the efficient functioning of the office, representing the organization with professionalism to clients, and delivering essential organizational support to senior leadership. This position demands a proactive and detail-oriented individual adept at juggling various tasks and responsibilities, with an emphasis on business growth, marketing, and administrative duties.

KEY RESPONSIBILITIES

Business Development & Proposal Management:

  • Work collaboratively with the team to enhance business development efforts, including identifying and researching project opportunities and tracking potential leads.
  • Evaluate RFPs/RFQs to ascertain requirements, formulate methodologies, and devise outlines and strategies for proposals.
  • Create and integrate written and technical content for bids, ensuring alignment with project objectives.
  • Design and adjust layouts and graphics to effectively communicate project concepts and methodologies.
  • Ensure timely submission of bids and proposals, meeting all specified deadlines.
  • Maintain and refresh project profiles, company experience, resumes, photographs, and client references.

Marketing & Communications:

  • Develop and sustain marketing materials, including brochures, flyers, advertisements, and qualifications statements.
  • Assist in crafting content for press releases, the corporate website, and email marketing campaigns.
  • Coordinate marketing and outreach initiatives, including placing advertisements in various media.
  • Prepare promotional materials and support the production of the company newsletter.
  • Ensure a consistent brand image across all platforms, including stationery, emails, and promotional items.

Administrative & Office Management:

  • Oversee office operations, including ordering supplies, maintaining office equipment, and liaising with IT service providers.
  • Handle basic clerical tasks such as processing contracts and managing office documentation.
  • Manage corporate email accounts, network access, and mobile devices, coordinating with service providers as necessary.
  • Plan and organize meetings, teleconferences, and events, ensuring smooth execution.
  • Assist senior management with calendar coordination, travel arrangements, and maintaining contact lists.
  • Train new employees on company policies, procedures, and office technology.

Compliance & Quality Assurance:

  • Support the acquisition and maintenance of necessary bonds, insurance, licenses, certifications, and pre-qualifications.
  • Ensure all written materials meet quality standards, collaborating with the team for content review and approvals.
  • Record and manage documents with relevant governmental agencies, ensuring adherence to legal requirements.

Competencies:

  • Outstanding written and verbal communication skills, with proficiency in English.
  • Strong proficiency in Adobe Creative Suite (InDesign, Photoshop, Illustrator), Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and internet research.
  • Experience with Dreamweaver, Flash, and Constant Contact is advantageous.
  • Demonstrated ability to work collaboratively within a team, solve problems, make decisions, and prioritize tasks effectively.
  • Creative thinker with the capacity to articulate and implement innovative ideas.
  • High level of professionalism, discretion, and ability to maintain confidentiality.
  • Ability to lift/carry up to 20 lbs. and engage in light physical activities.

Qualifications:

  • Bachelor's degree in Construction Management, Business Administration, Communications, Marketing, or a related field.
  • Minimum typing speed of 70 wpm with high accuracy.
  • Alignment with the company's core values: Diversity, Excellence, Passion, Integrity, Community, and Teamwork.