Senior Administrative Assistant

6 days ago

Virginia Beach, Virginia, United States Vanasse Hangen Brustlin , Inc. Full time
About the Position

Vanasse Hangen Brustlin, Inc. is seeking a highly organized and detail-oriented Senior Administrative Assistant to join our administrative services team in Virginia Beach, VA.

The ideal candidate will possess excellent verbal and written communication skills, with the ability to work independently and as part of a team in a dynamic and fast-paced consulting firm. The successful candidate will be proactive, with a strong ability to prioritize tasks and anticipate needs.

Responsibilities
  • Support client contract and work order preparation
  • Track and monitor client contract and master service agreements
  • Serve as contract record custodian, develop and maintain database of all contracts and related documents
  • Respond to internal questions regarding contract interpretation, requirements, etc.
  • Support preparation, review, reporting, and disbursement of invoices and client contract billings
  • Acknowledge correspondence and respond to employee inquiries involving contract/financial questions
  • Perform client and subconsultant contract maintenance, including reviewing client contract files to identify variances, omissions, or questionable situations
  • Interact with partner organization, internal, external stakeholders, and the general public
  • Support program outreach events on behalf of client and project management
  • Perform research and support periodic reports for management
  • Support Project Customer Relationship Management System (CRMS)
  • Assist with research and resolution of client invoicing questions
  • Maintain project-related records and documentation
  • Assist PMs with client administrative requirements (e.g., cover letters/progress reports)
  • Provide a high level of administrative assistance to PMs and team
  • Understand VHB policies and practices and maintain confidentiality
  • Participate in professional and personal development aligned with career goals
  • Perform 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

Vanasse Hangen Brustlin, Inc. is an equal opportunity employer and welcomes applications from diverse candidates. We offer a dynamic and inclusive work environment, with opportunities for professional growth and development.

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