Administrative Coordinator

The Mission Starts Here

We are where innovation meets purpose; and where your career can meet purpose as well.  At TheIncLab, we engineer and deliver advanced systems that revolutionize how our customers and mission-critical teams achieve success. If you are a team-oriented Administrative Coordinator, we invite you to take the next step in your career by joining us at the leading edge of defense technology. Apply today! 

Your Assignment: Administrative Coordinator

As the Administrative Coordinator, you will provide daily support and management for our Nashville staff and serve in a key role to help build on our team-oriented workplace. Your responsibilities will include maintaining company records, organizing company events and meetings, organizing and managing files and documents, answering phones, and keeping the office organized and running smoothly. The primary focus of this position is the efficient and proactive execution of operational and administrative functions to help our company scale.

The ideal candidate is someone who is highly organized and has a strong desire and passion for creativity to cultivate and promote a collaborative, fun, team-oriented work environment. To be successful, candidates should have demonstrated experience, being able to communicate effectively, collaborate with others, multitask, and manage multiple office administrative functions.

This position is currently a part-time position that requires you to work in the Nashville office Monday through Friday.

What will you do? 

The activities below represent selected activities and responsibilities that are common for the Administrative Coordinator. Specific duties and responsibilities will vary depending on department or program needs but will not change the general nature of this position or level of responsibility.  

• Greeting and signing in guests and clients 

• Answering the phone and door  

• Ordering supplies and managing inventory for the office 

• Keeping office and kitchen areas organized and clean 

• Processing office identification tags and help administer office security processes 

• Provide assistance to Human Resources and with office projects 

• Oversee office vendor relationships, communications, and schedules as applicable 

• Be onsite to receive, inventory, and distribute company packages deliveries

• Organize and plan company meetings, events and outings (Client Meetings/Visits, Team Events/Outings) 

Requirements

Required Qualifications: 

• Must have 2+ years experience with the Microsoft Office suite of applications 

• Must be able to multi-task and prioritize daily tasks and project driven requirements 

• Demonstrated experience providing administrative support such as managing calendars, processing payments/invoices, and/or tracking and monitoring activities 

• Must exhibit a professional, courteous demeanor and be comfortable supporting and interfacing with corporate executives 

• Excellent communication, grammar, spelling, and punctuation skills are required 

Clearance Requirements 

• Applicants must be U.S. Citizens
• Applicants must have or be able to obtain a U.S. Security Clearance at the Secret level.

Benefits

What We Offer: 

At TheIncLab we recognize that innovation thrives when employees are provided with the support and resources they need to be successful in balancing career and life. TheIncLab offers a range of benefits. As part of our team, you’ll enjoy:

• Professional Development Programs to support training and certification reimbursement, skill development, continued learning, and career advancement. 

• Paid Time Off for personal time off, volunteering, holidays, and more to promote a healthy work-life balance. (Availability varies based on part-time status)

• Health and Wellness Benefits that include options for Medical, Dental, and Vision insurance along with access to Wellness, Mental Health, and Employee Assistance Programs. (Available for Full-Time positions only.)

• 100% Company Paid Benefits that include STD, LTD, and Basic Life Insurance. (Available for Full-Time positions only.)

• 401(k) Plan Options that includes up to a 4% match and immediate vesting. 

• Incentive Bonuses for eligible clearance, performance, retention, and referrals.  
• A company culture that values your individual strengths, career goals, and contributions to the team. 

About TheIncLab

Founded in 2015, TheIncLab (“TIL”) is the first human-centered artificial intelligence (AI+X) lab. We engineer complex, integrated solutions that combine cutting-edge AI technologies with emerging systems-of-systems to solve some of the most difficult challenges in the defense and aerospace industries. Our work spans diverse technology landscapes, from rapid ideation and prototyping to deployment.

At TIL, we foster a culture of relentless optimism. No problem is too hard, no project is too big, and no challenge is too complex to tackle. This is possible due to the positive attitude of our teams. We approach every problem with a “yes” attitude and focus on results. Our motto, “demo or die,” encompasses the idea that failure is not an option.

We do all of this with a work ethic rooted in kindness and professionalism. The positive attitude of our teams is only possible due to the support TIL provides to each individual.

At TIL, we believe that every challenge is an opportunity for growth and innovation. Our teams are encouraged to think outside the box and come up with creative solutions to complex problems. We understand that the path to success is not always straightforward, but we are committed to persevering and finding a way forward.

Our culture of relentless optimism is not just about having a positive attitude; it is about taking action and making things happen. We believe in the power of collaboration and teamwork, and we know that by working together, we can achieve great things. Our teams are made up of individuals who are passionate about their work and dedicated to making a difference.

Learn more about TheIncLab and our job opportunities at https://www.theinclab.com

This is a direct hire position, and we do not accept resumes from third-party recruiters or agencies.