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Administrative Assistant

2 weeks ago

Golden, CO, United States Volkert Full time

Are we the road to your future?

We are currently searching for an experienced Administrative Assistant to support our West Region offices in Colorado and Utah. The ideal candidate will bring at least five years of administrative support experience, strong organizational skills, and a positive, proactive attitude.

This position is based in our Golden, CO office. While we offer flexibility when needed, regular in-office presence is expected to provide the best support for daily operations. The role also includes occasional out of state travel, approximately two to three times per year.

What you'll be doing:

  • Administrative Support
    1. Schedule and organize staff activities, including meetings, travel, conferences, marketing events, luncheons, and training sessions.
    2. Manage office supplies and equipment, including ordering and delivery for remote employees.
    3. Handle correspondence-both paper and electronic-including distribution, filing, proofreading, and formatting for accuracy and clarity.
    4. Perform general administrative tasks such as scanning, copying, filing, and data entry.
    5. Coordinate company fleet vehicles, ensuring current registrations, scheduling maintenance, and managing mileage reports.
    6. Serve as the office safety representative, coordinating safety initiatives and compliance.
    7. Maintain up-to-date and accurate project logs.
    8. Fleet vehicle support including organizing logistics for vehicle lights, tool boxes, logos, field supplies, and delivery of vehicles.
    9. Perform additional administrative duties as assigned by the supervisor.
  • Billing/Invoicing Support
    1. Assist with monthly invoice preparation and review, verifying inclusion of subcontractor invoices, equipment charges, per diem, project expenses, and conformance with client invoicing requirements.
    2. Support the review of timesheets, direct expenses, and mileage for invoice development.
    3. Collect and reconcile project-related receipts from Vantagepoint for inclusion in monthly invoice statements and company overhead.
    4. Track project phase balances monthly according to client contracts and task orders.
    5. Ensure subcontractor invoices are submitted and processed in a timely manner.
    6. Provide additional billing support to Project Managers as needed.
  • Accounts Receivables/Accounts Payable Support
    1. Assist in tracking accounts receivable and contacting clients to ensure prompt payment of invoices.
    2. Enter and verify data for accounts payable transactions.
    3. Review and analyze vendor payment histories.
    4. Route expenses for appropriate review and approval.
  • Staff Support
    1. Ensure weekly and monthly staff timesheets are completed and approved in Vantagepoint for invoice preparation.
    2. Distribute important company information, including benefits updates, open enrollment, holidays, training, special events, and operational changes.
    3. Support staff expense reporting to ensure accurate inclusion in invoices and company overhead.
    4. Track employee certifications and trainings.
  • Marketing Support
    1. Assist with proposal development-typing, updating, formatting, and proofreading documents.
    2. Coordinate the ordering and maintenance of marketing materials and company-branded merchandise.
    3. Develop and maintain weekly marketing events list and coordinate with marketing team for registration and attendance.
  • Project Support
    1. Maintain project schedules and track key milestones.
    2. Assist with organizing and maintaining project folders and documentation.
    3. Keep the active project list current.
    4. Obtain and maintain required client and subcontractor documentation, including insurance certificates and W-9 forms.
    5. Attend project meetings as needed and record/distribute meeting minutes.
  • Human Resources Support
    1. Develop a working knowledge of company benefits to assist employees as needed.
    2. Coordinate and facilitate onboarding and orientation activities for new hires.
What you need to have:
  • High School education or equivalent with a minimum of 5 years of administrative support experience or Associate's degree
  • Professional office etiquette and strong customer service for our internal and external customers
  • Proficient with MS Office suites including intermediate to advanced skills in MS Excel, MS Word, and MS Teams. Experience with MS Project is preferred
  • Experience with accounting preferred
  • Knowledge of VantagePoint preferred
  • Desire to work in financials, which include accounts payable and receivables
  • Ability to pass a pre-employment drug screening to ensure a safe and productive work environment. Volkert adheres to federal guidelines, which may include testing for substances such as marijuana. Please note that federal regulations may differ from state-specific guidelines
  • If applicable to the position, a post offer fit for duty evaluation to ensure the individual can safely perform the essential functions of the role
  • Valid driver's license
  • A satisfactory motor vehicle report (MVR)
  • Highly self-driven and proactive with a positive, "can-do" approach to work
  • Demonstrated ability to collaborate effectively within a team environment
  • Strong initiative and accountability in meeting deadlines and delivering quality results.
Why Volkert?

Volkert is employee owned and a Top 100 design firm, committed to providing clients with creative solutions for sustainability, including improvements to infrastructure, the environment, and natural resources. Founded in 1925, Volkert is celebrating a century of serving our employees, clients, partners, and communities. At Volkert, we pride ourselves on providing all of our employees with competitive compensation, positive work/life balance, and professional development opportunities, as well as fostering a diverse and inclusive workplace in all of our offices nationwide.

Key Benefits:
  • Employee Stock Ownership Plan (ESOP)
  • Medical, Dental, & Vision
  • 401(k) retirement savings plan + employer matching
  • Paid Time Off (PTO) and holidays
  • Employer-Paid Life/AD&D insurance
  • Employer-Paid short-term disability and long-term disability
  • Wellness incentives
  • Student Debt Retirement Match
  • Additional voluntary benefits


The words from our Chairman of the Board and Chief Executive Officer, Thomas A. Hand, PE, capture best how you can make an impact while working for Volkert.

"For a century, Volkert has done meaningful work that improves our infrastructure and quality of life throughout our communities. We are proud of our one-hundred-year legacy and humbled by the opportunities ahead of us as we look forward to our next century of service. With our commitment to employee ownership and sustainable growth, you can build a career here that really makes a difference."

- Thomas A. Hand, PE, Chairman of the Board and Chief Executive Officer

EOE-Race/Sex/Vets/Disabled

Volkert does not accept unsolicited resumes from headhunters, recruitment agencies or fee-based recruitment services.

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Colorado