Office Coordinator

2 weeks ago


Camp Hill, Pennsylvania, United States Volkert Inc Full time
Job Overview

Are you ready to take the next step in your career?

Volkert Inc. is a proud employee-owned organization and ranks among the Top 100 design firms, dedicated to delivering innovative solutions for sustainability. Our commitment extends to enhancing infrastructure, environmental stewardship, and natural resource management.

We are in search of a skilled Office Coordinator to provide essential support to our operations.

Key Responsibilities:

  • Administrative Duties
    1. Manage correspondence including emails, letters, and phone calls as directed
    2. Oversee inventory of office supplies
    3. Coordinate and schedule meetings, travel arrangements, conferences, and training sessions
    4. Facilitate supply orders for both in-office and remote staff
    5. Assist in handling various levels of correspondence
    6. Maintain project logs to ensure accuracy and completeness
  • Billing and Invoicing
    1. Support the review of time sheets, direct expenses, and project mileage for invoice preparation
    2. Collect and manage receipts related to projects or overhead for monthly invoicing
    3. Monitor outstanding balances for various project phases based on client agreements
    4. Ensure timely submission of subcontractor invoices
  • Financial Management
    1. Assist in tracking Accounts Receivable and ensure timely follow-up with clients for invoice payments
  • Time Management
    1. Ensure accurate input of staff time sheets into the system for invoicing
  • Project Management
    1. Assist in completing project initiation forms
    2. Establish project file structures for effective document control
    3. Support the project closure process, including necessary correspondence and documentation
  • Document Control
    1. Manage the document control system for the relevant programs
  • Human Resources Support
    1. Become familiar with company benefits
    2. Assist in the onboarding and orientation process for new employees
  • Additional Responsibilities
    1. Undertake various tasks such as obtaining price quotes for project needs and assisting with inventory management

Qualifications:

  • High School diploma or equivalent with at least 3 years of relevant administrative experience
  • Exemplary office etiquette and strong customer service skills
  • Knowledge of PennDOT and/or DOT regulations is essential
  • Accounting experience is preferred
  • Familiarity with Deltek software is advantageous
  • Proficient in MS Office Suite, particularly Excel, Word, and Project
  • Interest in financial operations, including accounts payable and receivable
  • Willingness to work full-time in an office setting
  • Attributes of a successful team member include:
    1. Commitment to diversity and inclusion
    2. Self-motivation and accountability
    3. Ability to exercise initiative and independent judgment
    4. Effective verbal and written communication skills
    5. Capability to multitask in a collaborative environment

Benefits:

  • Competitive salary
  • Flexible work arrangements promoting work-life balance
  • Engaging and innovative projects
  • Employee referral incentives
  • Opportunities for professional growth
  • Employee Stock Ownership Plan (ESOP)
  • 401(k) plan with employer matching
  • Paid Time Off (PTO) and holidays
  • Comprehensive medical, dental, and vision coverage
  • Employer-paid life and disability insurance
  • Wellness programs and additional voluntary benefits

At Volkert, we value meaningful contributions that enhance our communities and infrastructure. Join us in making a difference.


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