Senior Administrative Assistant

1 day ago

Sacramento, California, United States Vanir Construction Management Full time
About Vanir Construction Management

Vanir Construction Management, Inc. has been a leader in the construction industry for over 40 years, consistently ranked among the top construction management firms in the nation by Engineering News-Record. Our commitment to excellence and innovation has enabled us to grow and expand into new areas and markets, while maintaining a team of creative, ambitious, and visionary individuals.

Job Description

The Senior Administrative Assistant will provide critical support to an area leader at our corporate office in Sacramento, ensuring the smooth operation of our administrative functions.

Key Responsibilities
  • Provide administrative support, including the organization of file systems and data management, to maintain document integrity and facilitate retrieval.
  • Collaborate with project teams to review, draft, and manage contracts throughout the project lifecycle.
  • Work closely with Project Directors and financial teams to ensure alignment between contracts, amendments, and payment provisions.
  • Accurately input and update project plans within Deltek, coordinating with project teams to gather and verify project information.
  • Modify plans, deadlines, resources, and other relevant details as required, ensuring all changes are accurately reflected in Deltek.
  • Provide correspondence, meeting minutes, proposals, and other materials from rough draft to final copy, assembling and distributing monthly reports, proposals, and similar documents.
  • Assist with copying, distribution, and uploading of project-related materials, such as submittals, shop drawings, and other project or corporate documents.
  • Input information into document control and workflow systems, maintaining required logs and updates as needed.
  • Maintain mailing lists, lead tracking, specialized data, and database systems, coordinating periodic updates.
  • Assist in maintaining all necessary record-keeping activities, completing forms for corporate procedures, such as requests, distribution lists, logs, meeting room coordination, schedules of employees, and visitors to the facility and parking validation.
  • Compose, edit, and prepare correspondence, copying and distributing as necessary information required and/or directed.
  • Provide general company information or direct inquiries to the correct parties.
  • Facilitate communication on inquiries.
  • Coordinate meetings, including interviews, department meetings, and client meetings, ensuring AV needs, ordering meals, and necessary meeting materials.
  • Distribute agendas to appropriate parties, arranging travel and logistics for employees, clients, and others as necessary in support of administrative activities.
  • Maintain office cost tracking and petty cash as required.
  • Submit expense reports.
  • Regularly work on special projects and events.
Requirements
  • Bachelor's Degree with emphasis in business administration or technical degree in a related construction discipline 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 discipline, with 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.
  • 8+ years of experience.
  • Advanced computer skills and familiarity with Microsoft Office Suite products. Project documentation software experience is preferred.
Benefits

Vanir offers a comprehensive, competitive benefits package, including 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.

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