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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

Role Summary:

The Executive Assistant / Office Manager plays a vital role in facilitating the efficient functioning of the office, representing the organization professionally to clients, and providing essential support to senior leadership. This position demands a proactive and detail-oriented individual who can juggle multiple responsibilities while focusing on business growth, marketing initiatives, and administrative tasks.

PRIMARY RESPONSIBILITIES

Business Development & Proposal Coordination:

  • Collaborate with colleagues to enhance business development efforts, including identifying potential project opportunities and monitoring leads.
  • Evaluate RFPs/RFQs to ascertain requirements, devise methodologies, and formulate outlines and strategies for proposals.
  • Create and integrate written and technical content for submissions, 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 credentials, resumes, images, and client references.

Marketing & Communications:

  • Develop and manage 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 contribute to the company newsletter.
  • Ensure a consistent brand image across all platforms, including stationery, emails, and promotional items.

Administrative & Office Management:

  • Oversee office operations, including supply ordering, equipment maintenance, and coordination with IT service providers.
  • Perform light clerical duties such as processing contracts and managing office documentation.
  • Manage corporate email accounts, network access, and mobile devices, liaising with service providers as necessary.
  • Organize and schedule meetings, teleconferences, and events, ensuring smooth execution.
  • Assist senior management with calendar management, travel planning, 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.
  • Document and manage records with relevant governmental agencies, ensuring compliance with legal obligations.

SKILLS & QUALIFICATIONS:

  • Outstanding written and verbal communication skills, with proficiency in English.
  • Strong command of 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 capability 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.

EDUCATION:

  • 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.