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Senior Administrative Assistant

1 month 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 41 years, consistently ranked among the top construction management firms in the nation by Engineering News-Record.

We are committed to maintaining a team of creative, ambitious, and visionary individuals who share our passion for excellence and innovation.

Job Description:

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

Key Responsibilities:
  1. Provide administrative support, including file organization, data management, and document control.
  2. Work closely with the project team to review, draft, and manage contracts throughout the project lifecycle.
  3. Collaborate with Project Directors and financial teams to ensure alignment between contracts, amendments, and payment provisions.
  4. Accurately input and update project plans within Deltek, coordinating with the project team to gather and verify project information.
  5. Modify plans, deadlines, resources, and other relevant details as required, ensuring all changes are accurately reflected in Deltek.
  6. Provide correspondence, meeting minutes, proposals, and other materials from rough draft to final copy.
  7. Assemble and distribute monthly reports, proposals, and similar documents, maintaining regular reports and metrics as required.
  8. Assist with copying, distribution, and uploading of project-related materials, such as submittals, shop drawings, and other project or corporate documents.
  9. Input information into document control and workflow systems, maintaining required logs and updates as needed.
  10. Maintain mailing lists, lead tracking, specialized data, and database systems, coordinating periodic updates.
  11. Assist in maintaining all necessary record-keeping activities.
  12. Complete forms for corporate procedures, such as requests, distribution lists, logs, meeting room coordination, schedules of employees, and visitors to the facility and parking validation.
  13. Compose, edit, and prepare correspondence, copying and distributing as necessary.
  14. Provide general company information or direct inquiries to the correct parties.
  15. Facilitate communication on inquiries.
  16. Coordinate meetings, including interviews, department meetings, and client meetings, ensuring AV needs, ordering meals, and necessary meeting materials.
  17. Distribute agendas to appropriate parties, arranging travel and logistics for employees, clients, and others as necessary.
  18. Maintain office cost tracking and petty cash as required.
  19. Submit expense reports.
  20. Regularly work on special projects and events.
  21. Perform other duties as required.
Requirements:
  1. Bachelor's Degree with emphasis in business administration or technical degree in a related construction discipline or equivalent technical area of study.
  2. 6+ years of experience in business administration or construction, engineering, or architectural related position or combined internships.
  3. 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.
  4. 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.
  5. Incumbent should be planning to advance their education to a baccalaureate-level.
  6. 8+ years of experience.
  7. 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.

How to Apply:

If you're interested in working for Vanir Construction Management, Inc., please visit our website to learn more and to apply.