Job Details

Office Assistant

The Office Assistant provides day-to-day administrative and coordination support to the Southern Atlantic Region office in Knoxville. This role helps keep the office running smoothlyowning reception and visitor logistics, meeting and travel coordination, expense and invoice processing, and general administrative projects that enable our regional HR, Finance, and Operations teams to focus on delivering the business plan.

Key Responsibilities

Front-of-house & office operations

• Greet visitors and coordinate badges/guest logistics; answer and route calls and shared inbox messages.
• Maintain conference room calendars, office supplies, mail/shipping, and vendor service requests (cleaning, maintenance, catering).

Scheduling, meetings & travel

• Coordinate internal/external meetings, regional events, and logistics (rooms, Teams links, agendas, materials).
• Arrange travel (air/hotel/car) for regional leaders and candidates; reconcile itineraries and support expense submissions.

Purchasing, invoices & records

• Create POs or shopping carts per policy, receive goods/services in the system, and route invoices for timely approval.
• Maintain accurate, organized digital files (contracts, quotes, W-9s, receipts) and help with simple spreadsheets, trackers, and logs.

Safety, compliance & facilities

• Support safety/visitor sign-in protocols; help the coordinator keep required posters, notices, and office emergency information current.
• Coordinate small workspace moves, seating charts, and ergonomic requests; open and track facilities tickets as needed.

Regional projects & communications

• Draft and proof, slide decks, and distribution lists; compile simple weekly/monthly summaries (e.g., calendars, activity snapshots).
• Provide ad-hoc assistance to regional HR, Finance, and Operations on special projects and data clean-ups.

Other Duties

• Regular and timely attendance

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

Required

• 2+ years of administrative/office coordination experience (multi-leader support a plus).
• Proficiency with Microsoft 365 (Outlook calendaring, Teams, Word, Excel, PowerPoint, SharePoint/OneDrive).
• Strong organization skills, attention to detail, and ability to handle confidential information.
• Excellent interpersonal and customer-service skills; clear written and verbal communication.
• Ability to balance multiple priorities, meet deadlines, and work independently with sound judgment.

Preferred

• Experience supporting HR, Finance, Operations, or a regional/corporate office.
• Experience with expense tools and basic purchasing/PO workflows.
• Comfort working in an industrial/construction materials environment and partnering with dispersed teams.