Administrative Coordinator

The Mission Starts Here

At TheIncLab, we engineer and deliver advanced systems that revolutionize how our customers, the Department of Defense, and mission-critical teams achieve success. We are where innovation meets purpose. Our firm is growing quickly, and we are searching for a hardworking, dedicated, creative person who can handle multiple tasks while creating a fun team-oriented work office environment. If you have a careful eye for detail, passion for creating a great work environment, and are self-driven to be organized and produce high-quality results, this is the position for you!

Founded in 2015, TheIncLab 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 defense and aerospace. Our work spans diverse technology landscapes, from rapid ideation and prototyping to deployment.

Join us in shaping the future of unmanned systems, AI, and mission-critical technologies. If you’re ready to make an impact and work on systems that span the tactical to the cloud, 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 create a team-oriented workplace. You will be responsible for several duties including maintaining company records, organizing company events and meetings, organizing files, managing 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 a part time position that requires you to commute to the office Monday through Friday from 9am-2pm.

What will you do? 

The main functions listed below are general responsibilities and not a full list of the comprehensive duties for this position.  Specific duties and responsibilities may vary depending on department or program needs without changing the nature or scope 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 HID tags or help administer office security processes 

• Provide assistance to Human Resources and with any office projects 

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

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

• Organize and plan company meetings, events and outings (Client Meetings/Visits, Team Event/Outings like Happy Hour Gathering, Holiday Party, Office Fun Days) 

• Conduct inner office communications regarding client related visits/meetings/events and office related events or activities 

• Other administrative duties as assigned 

Requirements

Required Qualifications: 

• Must have 2+ years’ MS office experience 

• 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 

• Candidates must be a US Citizen with the ability to obtain a secret clearance. 

Benefits

What We Offer: 

At TheIncLab, your purpose is our mission!  We recognize that innovation thrives when employees are provided with the support and resources, they need to be successful in their career and personal life.  Whether you’re looking for work life balance, career growth, professional development, or access to health and wellness programs, TheIncLab has you covered with a range of available 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. (Available for Full-Time positions only.)

• 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.  

• Company Sponsored Events, Retreats, and Swag! 

• A company culture that values your individual strengths, career goals, and contributions to the team. 

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