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Senior Administrative Coordinator

2 months ago

Virginia Beach Virginia, United States VHB Full time
About the Position

VHB's Virginia Beach office has an immediate opening for an enthusiastic, highly organized, detail-oriented employee 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 deadline-oriented consulting firm.

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