Job Description

Ingram Industries is looking for a polished Administrative Services Coordinator in Nashville, TN. This person will provide comprehensive administrative support across multiple areas of the organization. This role is vital in ensuring smooth day-to-day operations by assisting in meeting set-up and tear-down, supporting Executive Management and their assistants, and maintaining essential Office Services functions. The ideal candidate will be highly organized, detail-oriented, and adaptable to changing priorities. Excellent communication skills will be essentials.

What you will be doing:

• Providing back-up coverage for the Office Services Coordinator, managing incoming and outgoing deliveries and shipments, as well as mail distribution.
• Providing administrative support to Executive Management and their respective assistants as needed.
• Assisting with supply ordering for Office Services, ensuring inventory levels are maintained and orders are placed promptly.
• Coordinating travel arrangements as needed, including maintaining the list of preferred hotel and car rental partners.
• Assisting in the setup and teardown of meetings, including preparing materials, arranging seating, coordinating refreshments, and ensuring all necessary equipment is operational.
• Responsible for tracking use and maintaining office supply accounts for III and IBCO, including remote IBCO locations.
• Managing AED and First Aid Supply Purchasing for III and IBCO locations.
• Answering and screening incoming calls and visitors, providing hospitality and ensuring a professional and welcoming environment.
• Assisting with drafting and distributing routine correspondence, including emails, letters, and memos.
• Maintaining office bulletin boards to ensure postings are current and in compliance.
• Creating and maintaining documents, spreadsheets, and presentations as required.
• Performing other related duties as assigned or requested.

Qualifications

• High school diploma (or equivalent) required.
• 2 years’ administrative support experience preferred
• Proven experience in an administrative role.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and as part of a team.
• Attention to detail and problem-solving skills.

Additional Information

All your information will be kept confidential according to EEO guidelines.

If you are requesting reasonable accommodation or disability assistance in submitting your application, you may email us at Recruiting@ingrambarge.com

Ingram Marine Group and its affiliates (“Company”) is an Affirmative Action/Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, work related mental or physical disability, veteran status, sexual orientation, gender identity, or genetic information.

EEO/AA Employer/Vet/Disabled

We participate in EVerify

http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeosp.pdf