Senior Administrative Assistant

4 weeks ago

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

Vanir Construction Management, Inc. has been a leading provider of construction management services for over 41 years. Our commitment to excellence and customer satisfaction has earned us a reputation as one of the top construction management firms in the nation.

Job Description:
The Senior Administrative Assistant will provide administrative support to an area leader at our corporate office in Sacramento. This role will be responsible for providing a wide range of administrative services, including document management, data entry, and correspondence.

Key Responsibilities:
  • Provide administrative support to the area leader, including document management, data entry, and correspondence.
  • Work closely with the project team to review, draft, and manage contracts throughout the project lifecycle.
  • Collaborate 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 team 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.
  • Assemble and distribute monthly reports, proposals, and similar documents, maintaining regular reports and metrics as required.
  • 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.
  • 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.
  • Compose, edit, and prepare correspondence, copying and distributing as necessary.
  • Provide general company information or direct inquiries to the correct parties.
  • Facilitate communication on inquiries.
  • Coordinate meetings, including interviews, department meetings, and client meetings, assuring 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 Administration activities.
  • Maintain office cost tracking and petty cash as required.
  • Submit expense reports.
  • Regularly work on special projects and events.
  • Perform other duties as required.

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. 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.
  • Incumbent should be planning to advance their education to a baccalaureate-level.
  • 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 that includes 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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