Administrative Assistant

1 week ago

Brentwood, United States Volkert Inc Full time
Job DescriptionJob Description

Are we the road to your future?

Volkert is employee owned and a Top 100 design firm, committed to providing clients with creative solutions for sustainability, including improvements to infrastructure, the environment, and natural resources. Founded in 1925, Volkert is celebrating a century of serving our employees, clients, partners, and communities.

We are currently searching for an experienced Administrative Assistant to support our East Gulf Region located in Brentwood, TN.


Responsibilities run the gamut from supporting our senior project managers in the project delivery process and invoicing clients. We are seeking a proactive individual that values working in a team environment and is willing to support the team where needed.

What you’ll be doing:

  • Administrative Support
    1. Review project logs and ensure up to date and complete
  • Billing/Invoicing
    1. Assist with reviewing time sheets, direct expenses, and project mileage for developing invoices
    2. Collect all direct cost receipts assigned to projects or overhead from Vantagepoint on a daily and monthly basis and ensure they are accounted for in monthly invoice statements and/or the company’s overhead
    3. Track outstanding balances of the various project phases monthly based on client contracts and respective task orders assigned and executed
    4. Assist with ensuring sub invoices are submitted in timely manner
  • Accounts Receivables/Accounts Payable
    1. Assist with Accounts Receivable being tracked monthly and proper contact of the respective clients will be made to ensure prompt payment of invoices
    2. Data entry for Accounts Payable
    3. Review and analyze vendor payment history
    4. Routing of expenses for approval
  • Staff time management
    1. Assist on a weekly and monthly basis to ensure staff time sheets are inputted into Vantagepoint and signed for preparation of invoicing
  • Assigning company project numbers/closing projects
    1. Assist in completing project start up forms
    2. Set up various project file structures for document control
    3. Assist in taking the necessary steps to close out a project to include writing letters to close the project with other executed contract party, stopping insurance on the project, taking the project files out of the active filing system for permanent storage
  • Documentation/tracking of filling system
    1. Assist in managing the document control system for the perspective TDOT Program
  • Miscellaneous Areas
    1. You also may be asked to support other various tasks such as:
      • Answering emails, letters, phone calls as directed
      • Maintain office supplies
      • Scheduling and organizing activities such as meetings, travel, conferences, and training activities
      • Order supplies as needed (coordinate ordering and delivering supplies needed to remote employees)
      • Assist with responding to various levels of correspondence
      • Familiarize yourself with our company benefits
      • Coordinates and facilitates on-boarding and orientation of new hires when needed
      • Inventory assistance

What you need to have:

  • 3+ years of administrative, accounting, and invoicing experience
  • Professional office etiquette and strong customer service for out internal and external customers
  • TDOT knowledge and experience required
  • Accounting knowledge preferred
  • Previous experience in Vantagepoint is preferred
  • Proficient with MS Office Suites including intermediate to advanced skills in MS Excel, MS Word, and MS, Projects
  • Desire to work in financials, which include accounts payable and receivables
  • Willing to work full time in an office environment
  • Characteristics of a successful Volkert team member:
    1. Be a brand ambassador for the company who engages in diversity and inclusion
    2. Be self-motivated to meet individual goals and maintain accountability in a team environment
    3. Exercise initiative and independent judgement in the solution of work problems
    4. Be able to communicate effectively- verbal and written
    5. Be able to multi-task in a team environment

Volkert Perks:

  • Competitive compensation
  • Flexibility and a positive work/life balance
  • Challenging and innovative projects
  • Employee referral program
  • Professional development
  • Employee Stock Ownership Plan (ESOP)
  • 401(k) retirement savings plan + employer matching
  • Paid Time Off (PTO) and holidays
  • Medical, Dental, & Vision
  • Employer-Paid Life/AD&D insurance
  • Employer-Paid short-term disability and long-term disability
  • Wellness incentives
  • Additional voluntary benefits

The words from our Chairman of the Board and Chief Executive Officer, Thomas A. Hand, PE, capture best how you can make an impact while working for Volkert.

“For a century, Volkert has done meaningful work that improves our infrastructure and quality of life throughout our communities. We are proud of our one-hundred-year legacy and humbled by the opportunities ahead of us as we look forward to our next century of service. With our commitment to employee ownership and sustainable growth, you can build a career here that really makes a difference.”

– Thomas A. Hand, PE, Chairman of the Board and Chief Executive Officer

Volkert does not accept unsolicited resumes from headhunters, recruitment agencies or fee-based recruitment services.

#LI-SD1

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