Administrative Assistant

RaganSmith is seeking a full-time Administrative Assistant/Project Administrator based in our Nashville office. This position is responsible for assisting the Public Sector Project Managers with department set up, coordinating and invoicing projects, and other administrative tasks. The Administrative Assistant/Project Administrator for the public sector will coordinate with multiple department managers, including Transportation, Traffic, Construction Engineering & Inspection, and Public Land Surveying.

Responsibilities

• Coordinate with Project Managers to set up projects in ERP system to align contract phases, consultants, fees, dates, etc. 
• Review and update projects information to assist in management of contract balances, WIP, and A/R 
• Assist in management of sub-consultant COIs, contracts, and billing 
• Generate monthly pre-billing reports and coordinate with Project Managers to ensure timely review and completion of invoices 
• Gain and apply understanding of TDOT billing standards
• Interact with clients to assist in management of A/R 
• Assist with other office tasks as needed such as scheduling meetings, travel plans, business correspondence, answering phone calls, etc. 
• Additional related duties as needed

Qualifications

• Associates degree or equivalent work-related experience preferred
• Minimum of 3 years of relevant experience 
• Experience with billing and invoice preparation 
• Experience with DOT or state-level billing preferred
• Experience with Deltek Ajera or similar A/E industry accounting system preferred 
• Ability to coordinate with cross-functional teams and all levels of management 
• Strong verbal, written, and interpersonal communication skills 
• Ability to work independently and multi-task 
• Dependable, adaptable, and flexible 

Benefits

• 100% covered health, dental and vision insurance, group term life insurance, identity theft protection, long-term and short-term disability coverage, telemedicine, and long term care insurance 
• Generous PTO, paid holidays, and three additional paid days between Christmas and New Year’s Day
• Profit sharing bonus
• 401(k) contribution
• Flexible work environment
• Focus on work-life balance

RaganSmith was founded in 1933 as a land surveying company. More than eight decades later, we have grown into an interdisciplinary consulting firm of experienced civil engineers, landscape architects, transportation experts, savvy surveyors, and brilliant land planners serving the private and public sectors. 

RaganSmith is an equal opportunity employer recognizing the value of a diverse workforce. All qualified individuals will receive consideration for employment without regard to race, color, religion, gender identity, sexual orientation, national origin, disability, age, and/or protected veteran status in accordance with governing laws.