Senior Administrative Coordinator - Nashville

Brown and Caldwell (BC), a leading environmental engineering firm, has an exciting opportunity in our Nashville office for a full-time Office and Laboratory Coordinator to manage administrative functions. The ideal candidate demonstrates exceptional organizational skills, possesses substantial experience in daily office operations, is dedicated to supporting colleagues, and contributing meaningfully to the team. Join our collaborative organization that values learning, growth, and a supportive, healthy environment.

Must be able to work at least 4 days in the office.

Detailed Description:

• Office Management. Work closely with the Nashville Local Leader to maintain office organization, efficiencies, and communication with staff. Responsibilities include but are not limited to: overall office logistics, facilities/asset management, scheduling, developing, and supporting meetings (local and national), and identifying activities to engage staff and support local efforts around employee network groups; lead and support office events such as virtual coffee chats, office lunches, all hands meetings, and other employee events throughout the year; ensure the office environment is maintained in a professional and orderly manner; serve as the point of contact with building management regarding communications with the office, building procedures, and any concerns related to the office or building; submit invoices to Accounts Payable for services provided to the office.
• Administrative Support. Provide comprehensive administrative support and assistance to all staff members for various office functions and operations. Responsibilities include: welcoming clients, vendors, guests, and staff; answering office calls; overseeing and maintaining office supplies and equipment maintenance; coordinating mail, courier services, and FedEx shipments; organizing cleaning and repair services; liaising with corporate administration and facilities management; arranging travel; preparing written communications such as office-wide emails, Microsoft Teams posts, and small group coordination efforts; perform assignments of a confidential nature for functional groups and managers; virtually support other nearby Brown and Caldwell (BC) offices as needed; understand, implement, and adhere to corporate policies related to finance, cost control, project delivery, safety, and quality assurance.
• Laboratory Services: Work closely with the Brown and Caldwell Treatability Laboratory Manager to support on-site laboratory daytoday operations, procurement, and financial tracking, including budget monitoring, invoice processing, subcontract and purchase order administration, and coordination with accounting. The coordinator serves as a primary administrative point of contact for the lab's vendors, subcontractors, and internal teams; supports inventory management, shipping and receiving, logistics, and documentation; prepares spreadsheets, reports, presentations, and other timesensitive materials; and maintains laboratory SharePoint sites and administrative tools.
• Correspondence/Client Deliverables: Coordinate and assist with formatting reports, letters, Scopes of Work and Design Specifications including text, tables, spreadsheets, graphics, and other diverse content. Proofread reports, records, and other data for accuracy. Assist leadership with the review and printing of reports.
• Onboard New Employees: Work with supervisors and office personnel (local and regional) to develop onboarding plans and conduct new employee orientations.
• Health & Safety: Lead and collaborate with local and national health and safety team on annual emergency action plan, annual fire/evacuation drills, employee ergonomic assistance, Personal Protective Equipment (PPE) orders; maintain and keep inventory of PPE supplies; and other health and safety related items.
• Marketing: Responsibilities may include: support with reviewing, printing, combining, and delivering client proposals; provide logistical support as needed for local conferences.

Required Qualifications:

• High school diploma plus minimum five years' experience in a professional office setting.
• Must be proactive, self-motivated, able to manage and prioritize multiple tasks, work both independently and in a team environment, and under deadline pressures.
• Strong management, coordination, and organization skills are essential.
• Ability to be resourceful in researching issues, solving problems, and offering creative solutions.
• Empathy for others with the ability to develop and maintain client relationships both internal and external (in person and virtually).
• Maintain confidentiality and ensure the protection of all sensitive information.
• Knowledge of organizational operations and procedures is essential.
• Proficient in utilizing Microsoft applications, including Word, Excel, PowerPoint, and Outlook, to support daily business operations and enhance productivity.
• Skilled in creating, organizing, and maintaining SharePoint sites, lists, and libraries to facilitate efficient information sharing and project management.
• Excellent written and verbal communication skills. Experience in proofreading and formatting is necessary.
• Must be able to work at least 4 days in the office.
• Notary Public in the State of Tennessee or willingness to become a notary.
• Valid driver's license and good driving record.

Preferred Qualifications:

• Technical editing/writing experience is a plus.
• Associate or bachelor's degree in related field.
• Some level of basic IT skills, i.e. experience helping new employees with computer setup and system access, is a plus.
• Experience with a PDF program such as Adobe or Bluebeam a plus.
• Travel: Infrequent, less than 2%.

Salary Range: The anticipated starting pay range for this position is based on the employee's primary work location and may be more or less depending upon skills, experience, and education. These ranges may be modified in the future.

Location A: $20.40 - $28.00/hr

You can view which BC location applies to you here. If you have any questions, please speak with your Recruiter.

Benefits and Other Compensation: We provide a comprehensive benefits package that promotes employee health, performance, and success which includes medical, dental, vision, short and long-term disability, life insurance, an employee assistance program, paid time off and parental leave, paid holidays, 401(k) retirement savings plan with employer match, performance-based bonus eligibility, employee referral bonuses, tuition reimbursement, pet insurance and long-term care insurance. Click here to see our full list of benefits.

About Brown and Caldwell

Headquartered in Walnut Creek, California, Brown and Caldwell is a full-service environmental engineering and construction services firm with 50 offices and over 2,100 professionals across North America and the Pacific. For more than 75 years, we have created leading-edge environmental solutions for municipalities, private industry, and government agencies. We strive to be the company of choice-to our clients, who benefit from our passion for delivering exceptional quality, and to our employees, present and future, who share our commitment to client service, collaboration, and innovation. Join us, and you will find a home where you can do your best work, reach new levels of expertise, and enjoy exceptional development opportunities. For more information, visit www.brownandcaldwell.com

This position is subject to a pre-employment background check and a pre-employment drug test.

Notice to Third Party Agencies: Brown and Caldwell does not accept unsolicited resumes from recruiters or employment agencies. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement and approved engagement request with Brown and Caldwell, Brown and Caldwell reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency.

Brown and Caldwell is proud to be an EEO/AAP Employer. Brown and Caldwell encourages protected veterans, individuals with disabilities, and applicants from all backgrounds to apply. Brown and Caldwell ensures nondiscrimination in all programs and activities in accordance with Title VI of the Civil Rights Act.