Administrative Assistant

Responsibilities

The Administrative Assistant is responsible for maintaining office efficiency, managing HR activities, and assisting the Finance Department with bookkeeping tasks. They will also handle social media content creation, website updates, and general administrative duties such as data entry and supply procurement.

Requirements

Candidates should be highly organized with strong interpersonal skills and proficiency in Microsoft Office and Google Suite. Experience in construction administration, bookkeeping, and social media marketing is preferred, along with the ability to pass a background check.

Skills

• Data entry
• Bookkeeping
• Microsoft Office
• Google Suite
• Human Resources
• Social media management
• Marketing
• AI tools
• Quickbooks
• Inventory management
• Customer service
• Administrative support
• Time tracking
• Onboarding
• Organization
• Communication

Benefits

• Paid holidays
• Insurance
• Paid time off

About this role

Coburn’s Exclusive is a growing architectural metal fabrication company, with an environment that is focused on our customers and providing the best experience we possibly can for them. As a result, we seek to hire folks who are just like us...focused on great service! We have an opening in our office to add someone who is also customer-focused and enjoys a collaborative working environment.
The Administrative Assistant is responsible for maintaining the efficiency and use of our office, as well as other administrative functions. These administrative functions include, but are not limited to data entry, answering phones, Human Resources activities, and tasks to assist the Finance Department.
Office Coordinator Responsibilities:
SKILLS:
Highly organized
Basic bookkeeping skills (Preferred)
Great interpersonal skills
Microsoft Office and Google Suite
Construction Admin Experience (Preferred)
Social Media/ Marketing Experience (Preferred)
AI skills (Claude, Chat GPT, ect) (Preferred)
HR DUTIES:
HR Planning Duties: Track the following and plan activities to boost moral
Work Anniversaries
Employee Evaluation Dates
Company Holidays
Employee Birthdays
Plan & Execute Lunches and Team Functions
Administer the employee new hire onboarding process
Administer / Track Employee Timesheets
Add / Remove Managers & Leads from Employee Time Tracker system
Ensure department leads are timely submitting department time
Verify Dept Time for accuracy and get with leads for questions / adjustments
4. Daily walkthroughs to check on employees:
Check on how they are doing as needed.
Positive reinforcement of objectives and positive behaviors
Help design & build new program that tracks employee metrics such as late clock ins, no shows, disciplinary actions, positive contributions (staying late when needed, going above & beyond) These will be used at employee evaluation time
5. Maintain / Update All Job Descriptions as needed
6. Review possible new hire candidates.

SOCIAL MEDIA / MARKETING DUTIES:
Make content for social media pages
Take pictures throughout the process of a job
Update our website with new job pictures and details.
Work with management to set up client lunch and learn events
Coordinate all networking events

OFFICE / BOOKKEEPING DUTIES:
Misc Office Filing
Input invoices into quickbooks and prepare weekly invoices to be paid data.
Office credit card transaction tracking and input into Quickbooks
Other basic booking duties as needed.
Maintain / Order Office Supplies, Shop Inventory, Coburn’s Swag
Get and Process Mail and package delivery
Assist in monthly contractor billing process
Maintain HR and general inquiry email accounts

OTHER DUTIES:
Purchasing materials
Pricing on plane tickets/hotels/rentals
Pricing on rentals for equipment
Data Entry for Job Tracking
Presentation Preparation
Organization and follow up of project essentials.
Office Coordinator Perks & Benefits:
Paid holidays
Insurance available
Paid time off
This position requires an authorization to work within the United States and a valid drivers license accompanied by a reliable mode of transportation to and from work (including jobs that are not located at our shop). Additionally, all applicants will be required to submit to a background check prior to receiving an offer of employment from Coburn's Exclusive, LLC.
Coburn's Exclusive, LLC, provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Coburn's Exclusive, LLC, complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

About Coburn's Exclusive

Design Services · 11-50 employees · headquartered in Gallatin, Tennessee · founded 2010