Senior Administrative Assistant
2 months ago
Vanir Construction Management, Inc. has been exceeding client expectations for 41 years. Our progressive growth and quality of service has led Vanir to become consistently ranked among the top construction management firms in the nation by Engineering News-Record. As we continue growing into new areas and markets, our focus is to maintain a team of creative, ambitious, and visionary individuals.
The Senior Administrative Assistant will provide administrative support to an area leader at our corporate office in Sacramento.
Essential Duties & Responsibilities:
- Provides administration, support that includes the organization of file systems and related data support to the maintenance of document management systems and integrity of the filing systems and related retrieval.
- Work closely with the project team to review, draft, upload and manage contracts throughout the project lifecycle.
- Collaborate with Project Directors and financial teams to ensure alignment between contracts, amendments, and payment provisions.
- Accurately inputting and updating project plans within Deltek, coordinating with project team to gather and verify project information.
- Modify plans, deadlines, resources, and other relevant details as required. Ensure all changes are accurately reflected in Deltek.
- Provides correspondence, meeting minutes, proposals, and other material from rough draft of corrected copy. Assembles, and distributes monthly reports, proposals, and similar documents. Maintains regular reports and metrics as required by direction.
- Assists with copying, distribution, and uploading of project related materials such as submittals, shop drawings, and other project or corporate documents.
- Inputs information into document control and workflow systems. Maintains the required logs and updates as needed.
- Maintains mailing lists, lead tracking, specialized data, and database systems and coordinates for periodic updates.
- Assists in maintaining all necessary record-keeping activities. Completes forms for corporate procedures such as requests, distribution lists, logs, meeting room coordination, schedules of employees, and visitors to the facility and parking validation.
- Composes, edits, and prepares correspondence. Copies and distributes as necessary information required and/or directed.
- Provide general company information or directs inquiries to correct parties.
- Facilitates communication on inquiries.
- Coordinates meetings including, but not limited to, interviews, department meetings, and client meetings. Assures AV needs, orders meals and necessary meeting materials.
- Distributes agenda to appropriate parties. Arrange travel and logistics for employees, clients, and others as necessary in support of Administration activities.
- Maintains office cost tracking and petty cash as required.
- Submit expense reports
- Regularly works on special projects and events.
- Perform other duties as required.
Minimum Qualifications:
- Bachelor's Degree with emphasis in business administration or technical degree in related construction disciple or equivalent technical area of study. 6+ years of experience in business administration or construction, engineering or architectural related position or combined internships.
- Or, Associate's Degree with a preference in business disciplines such as business administration, accounting/finance or management or construction disciple. 8+ years of experience in project coordination and support on construction, engineering, or equivalent technical projects.
- Or, non-degree holders must possess a High School Diploma or GED and 10+ years of experience in a construction, engineering, architecture, or similar technical projects related to providing coordination, project support, and planning. Incumbent should be planning to advance their education to a baccalaureate-level.
- 8+ years experience
- Advanced computer skills and familiarity with Microsoft Office Suite products. Project documentation software experience is preferred.
Offered rate of compensation will be based on a variety of non-discriminatory factors, including education, qualifications, experience, and geographic location. The Salary range for this position is $28.00-$35.00
Benefits
Vanir offers a comprehensive, competitive benefits package that includes 401(k) Savings with employer matching contributions, medical, dental, vision, health savings account (HSA) with employer contributions, life, AD&D and disability benefits, flexible spending account (FSA), voluntary benefits, Teladoc, pet insurance, paid time off, national employee assistance program (EAP) and employee referral program.
How to Apply:If you're interested in working for Vanir Construction Management, Inc., please visit our website to learn more and to apply online at www.vanir.com.
VEVRAA Federal Contractor
Request Priority Protected Veteran Referrals
EOE Minorities/Females/Protected Veterans/Disabled
Contact Email: careers@vanir.com
Persons with medical limitations may, with reasonable accommodations, be capable of performing the duties of this position. Such a determination must be made on an individual basis considering the person's limitations, the requirements of the position, and the company's ability to make reasonable accommodations to the person's limitations.
We Participate in E-Verify
Pursuant to the Ban The Box Act/Fair Chance Initiative, we will consider for employment qualified applicants with arrest and conviction records.
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