Senior Administrative Coordinator

5 days ago


Orlando, Florida, United States VHB Full time
About the Position

VHB's Orlando, Florida office has an immediate opening for a highly organized and detail-oriented individual to join our administrative services team.

The Senior Administrative Assistant position provides support to our office with a wide range of tasks from day to day.

The ideal candidate should possess a can-do attitude, excellent verbal and written communication skills, and an ability to work independently as well as with a team in a dynamic, fast-paced consulting firm.

Candidate should be proactive with an ability to prioritize tasks and anticipate needs.

Position includes opportunities for personal and professional development and growth in joining VHB's fastest growing office on the east coast.

Responsibilities
  • Support client contract and work order preparation
  • Track and monitor client contract and master service agreements
  • Serves as contract record custodian, develops, and maintains database of all contracts and related documents.
  • Responds to internal questions regarding contract interpretation, requirements, etc.
  • Supports preparation, review, reporting, and disbursement of invoices and client contract billings.
  • Acknowledges correspondence and responds to employee inquiries involving contract/financial questions
  • Performs client and subconsultant contract maintenance, including reviewing client contract files to identify variances, omissions, or questionable situations
  • Interacts with partner organization, internal, external stakeholders, and the general public.
  • Supports program outreach events on behalf of client and project management
  • Performs research and supports periodic reports for management.
  • Supports Project Customer Relationship Management System (CRMS)
  • Assists with research and resolution of client invoicing questions
  • Maintains project-related records and documentation.
  • Assists PMs with client administrative requirements (e.g., cover letters/progress reports).
  • Provides a high level of administrative assistance to PMs and team.
  • Understands VHB policies and practices and maintains confidentiality.
  • Participates in professional and personal development aligned with career goals.
  • Performs all job functions in compliance with applicable federal, state, and local regulations and VHB policies and procedures.
Qualifications
  • 5 years of office administration experience
  • 3 years of transportation and engineering industry experience preferred
  • High school diploma or GED
  • Associate degree or some advanced administrative coursework preferred
  • Valid drivers license

VHB is a proud Affirmative Action and Equal Opportunity Employer.

We are consistently rated one of the top AEC firms to work for across our 30+ offices on the East Coast.



  • Orlando, Florida, United States Thompson Gray Inc. Full time

    Job SummaryThompson Gray Inc. is seeking a highly skilled Administrative Assistant to provide support to the Headquarters and Staff section of the Program Executive Office Simulation, Training, and Instrumentation (PEO STRI).Key ResponsibilitiesUtilize extensive experience with the Defense Travel System (DTS) to review, edit, assist, and track multiple...


  • Orlando, Florida, United States Thompson Gray Inc. Full time

    Job SummaryThompson Gray Inc. is seeking a highly skilled Administrative Assistant to provide support to the Headquarters and Staff section of the Program Executive Office Simulation, Training, and Instrumentation (PEO STRI).Key ResponsibilitiesUtilize extensive experience with the Defense Travel System (DTS) to review, edit, assist, and track multiple...


  • Orlando, Florida, United States Blue Star Partners LLC Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative Coordinator to join our team at Blue Star Partners LLC. As an Administrative Coordinator, you will be responsible for providing administrative support to our facilities team and ensuring the smooth operation of our office.Key ResponsibilitiesAdministrative Support: Provide...


  • Orlando, Florida, United States FEDSYNC Full time

    {"title": "Administrative Assistant - NASA KSC", "description": "Job SummaryFedSync is seeking a highly skilled Administrative Assistant to provide comprehensive support to the executive staff and Administrative Office at NASA Kennedy Space Center (KSC).The ideal candidate will work independently, demonstrate expertise in various administrative functions,...


  • Orlando, Florida, United States SNI Companies Full time

    Administrative Coordinator Job DescriptionSNI Companies is partnering with a local manufacturing company in the Orlando area to find an Administrative Coordinator to join their team immediately.This on-site position will be Monday through Friday from 8AM to 5PM.Key Responsibilities:Answer service phone calls and direct them to the appropriate personnel for...


  • Orlando, Florida, United States Randstad Full time

    Administrative Coordinator Job DescriptionWe are seeking a highly organized and detail-oriented Administrative Coordinator to join our team. As an Administrative Coordinator, you will play a crucial role in ensuring the smooth operation of our business.Key Responsibilities:Answer incoming service calls and direct them to the appropriate team members.Follow...


  • Orlando, Florida, United States Eola Technology Partners Full time

    Job Title: Administrative Coordinator at Eola Technology PartnersWe are seeking a detail-oriented Administrative Coordinator to support our daily operations. As an Administrative Coordinator, you will handle basic accounting tasks, manage purchasing activities, and provide administrative assistance to ensure the smooth functioning of our company.Key...


  • Orlando, Florida, United States Qwalifize LLC Full time

    {"Job Overview": "At Qwalifize LLC, we are seeking a highly skilled Senior Security Administrator to join our team. This role is responsible for ensuring the security and integrity of our enterprise systems and data. The successful candidate will have a strong background in security systems, including Active Directory, Remote Access, and physical security...


  • Orlando, Florida, United States Entertainment Technology Partners LLC Full time

    Job SummaryEntertainment Technology Partners LLC is seeking a highly organized and detail-oriented Administrative Assistant to provide critical support to our project management, procurement, and sales teams. The successful candidate will be responsible for ensuring smooth operations and efficient coordination across multiple functions.Key...


  • Orlando, Florida, United States PNC Financial Services Group Full time

    Job SummaryPNC Financial Services Group is seeking a highly skilled and detail-oriented Administrative Coordinator to join our team. As an Administrative Coordinator, you will provide critical support to our management team, ensuring the efficient operation of our organization.Key ResponsibilitiesAdministrative Support: Provide administrative support to...


  • Orlando, Florida, United States Qwalifize LLC Full time

    Job Summary:Qwalifize LLC is seeking a highly skilled Senior Security Administrator to join our team. As a key member of our security team, you will be responsible for ensuring the security and integrity of our enterprise systems and data.Key Responsibilities:Secure enterprise Active Directory, Remote Access, and physical security systems.Coordinate and...


  • Orlando, Florida, United States VHB Full time

    About the PositionVHB's Orlando, Florida office has an immediate opening for a highly organized and detail-oriented employee to join our administrative services team.Key ResponsibilitiesSupport client contract and work order preparationTrack and monitor client contract and master service agreementsServe as contract record custodian and develop and maintain a...


  • Orlando, Florida, United States Qwalifize LLC Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative Assistant to provide administrative support and assistance to management and/or professional staff. The ideal candidate will have a minimum of 4 years of administrative experience and possess strong written and verbal communication skills.Key ResponsibilitiesMaintain accurate and...


  • Orlando, Florida, United States Visium Resources, Inc. Full time

    **Job Summary**Visium Resources, Inc. is seeking a highly skilled Administrative Assistant to provide administrative support and assistance to management and/or professional staff. The ideal candidate will have excellent organizational and communication skills, with the ability to work independently and as part of a team.**Key Responsibilities****Maintain...


  • Orlando, Florida, United States Vaco Full time

    Job SummaryVaco is seeking an experienced Administrative Coordinator to join our team. As an Administrative Coordinator, you will be responsible for providing administrative support to our team, ensuring the smooth operation of our office.Key ResponsibilitiesCommunication and CorrespondenceRespond to internal and external customer inquiries in a timely and...


  • Orlando, Florida, United States Tavistock Development Company Full time

    About Tavistock Development CompanyTavistock Development Company is a diversified real estate firm that specializes in planning, design, finance, construction, and development. We're a dynamic company that values innovation, teamwork, and a commitment to excellence.Job SummaryWe're seeking an experienced Administrative Coordinator to join our team. As an...


  • Orlando, Florida, United States Aspen Aerogels, Inc. Full time

    Job SummaryWe are seeking a highly skilled and organized Administrative Assistant to join our team at Aspen Aerogels, Inc. This role will provide administrative support to our executives and teams, ensuring seamless operations and exceptional client service.Key ResponsibilitiesAdministrative Support:Manage and maintain executive schedules, including...


  • Orlando, Florida, United States AEG Full time

    {"title": "Administrative Assistant Role", "description": "About the RoleWe are seeking a highly organized and detail-oriented Administrative Assistant to support the Managing Director's daily activities. The successful candidate will provide administrative support, manage projects, and maintain accurate records.Key ResponsibilitiesPerform administrative...


  • Orlando, Florida, United States Marriott International Inc Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Marriott International Inc. As an Administrative Assistant, you will play a critical role in supporting the day-to-day operations of our organization.Key ResponsibilitiesProvide administrative support to our team, including answering phones,...


  • Orlando, Florida, United States Marriott Full time

    Event Planning and Administrative SupportWe are seeking a highly organized and detail-oriented individual to join our team as an Event Planning and Administrative Support professional. As a key member of our team, you will be responsible for providing exceptional support to our event planning team, ensuring seamless execution of events and conferences.Key...