Project Records Manager​/Administrative Assistant

Project Records Manager/Administrative Assistant

We are currently searching for an experienced Project Records Manager/Administrative Assistant to support our Mid Atlantic CEI Team on a large, VDOT design‑bid‑build project—an 6‑year duration project widening Interstate 81 for 6 miles through the City of Harrisonburg, VA.

• Maintain construction project records and document control under the direction of a Construction Manager and Responsible Charge Engineer
• Set up, process, and track construction‑related project documents utilizing VDOT’s construction contract administration software (Plan Grid, AWP, and Pro Core)
• Generate or coordinate the development of reports and project‑related correspondence
• Attend and prepare minutes for various project meetings
• Assist in project close‑out
• Monitor contractor compliance with state and federal requirements related to Equal Employment Opportunity and wages
• Monitor and maintain issue log regarding Notices of Intent to file claims against VDOT and ensure that the records are complete, factual, and that a project timeline of each issue is included
• Provide administrative support such as maintaining office supplies, scheduling, and organizing activities such as meetings, travel, conferences, and training activities
• Compile and submit expense reports as requested
• Support by scanning, filing, copying, and data entry
• Assume other duties as directed by immediate supervisor
• Work cooperatively with the team to achieve objectives
• Develop and maintain constructive and cooperative working relationships with all employees and clients
• Work with VP of Construction Staff to keep minutes and set up staff meetings
• Maintain various Excel tracking spreadsheets related to project financials and staffing

• High School diploma or equivalent with 3–5 years of administrative support experience, preferably in construction or engineering, or a Bachelor’s degree
• Preferred experience in the following:
  • Federal and State Labor Regulations, including the Davis‑Bacon Act
  • VDOT procedures, bid items, plans, and specifications
  • Construction‑related documentation such as general correspondence/files, monthly pay estimates, request for information logs, submittal logs, meeting minutes, equal employment opportunity records, daily inspection reports, daily diaries, project sketches, and material notebooks
  • Note‑taking/capturing minutes of various construction‑related meetings and documenting daily occurrences, meetings, and communications
  • Functional computer usage, including familiarity with Microsoft Office Suite and all construction management software systems used by the Department
• 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.
• Valid driver’s license
• A satisfactory motor vehicle report (MVR)

Volkert is employee‑owned and a Top 100 design firm, committed to providing clients with creative solutions for sustainability and infrastructure improvement. Founded in 1925, we celebrate a century of serving our employees, clients, partners, and communities. We pride ourselves on competitive compensation, positive work/life balance, professional development opportunities, and fostering a diverse and inclusive workplace nationwide.

• 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 and long‑term disability
• Wellness incentives
• Student Debt Retirement Match
• Additional voluntary benefits

• Seniority level:
  Mid‑Senior level
• Employment type:
  
  Full‑time
• Location:
  
  Charlottesville, VA

EOE‑Race/Sex/Vets/Disabled

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