Administrative Assistant

Overview

Are we the road to your future?

We are currently searching for an experienced Administrative Assistant to support our Midwest Region located in Dayton, OH
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To be considered for this position, applicants must have, at minimum, 5 years of administrative support experience.

• Administrative Support — Scheduling and organizing staff activities such as meetings, travel, conferences, marketing events, luncheons, and training activities
• Administrative Support — Ordering and maintaining office supplies and equipment (including ordering and delivering supplies needed to remote employees)
• Administrative Support — Distribution and filing of correspondence (both paper and electronic), memos, reports and supporting documents;
  Proofreads copy for spelling, grammar and layout, making appropriate grammatical changes. Responsible for accuracy and clarity of final copy
• Administrative Support — Provides support by scanning, filing, copying, data entry
• Administrative Support — Fleet vehicle coordination; ensures company vehicles have up-to-date registrations, schedule company vehicle maintenance and submittal of mileage reports
• Administrative Support — Company Safety coordination; work as Safety representative
• Administrative Support — Assumes other duties as directed by immediate supervisor
• Billing/Invoicing Support — Provide support monthly during review and preparation of project invoices for submittal; confirming subcontract invoices, equipment charges, per diem, and project expenses have been included
• Billing/Invoicing Support — Provide additional support as directed by Project Managers
• Accounts receivables/Accounts payable Support — Submittal of any Dayton office invoices for services such as water and coffee
• Staff Support — Assist on a weekly and monthly basis to ensure staff time sheets are input into VantagePoint and signed for the preparation of invoices
• Staff Support — Assist in distributing information the team is required to have knowledge of: open enrollment dates, company holidays, mandatory training, special events, operational changes
• Staff Support — Provide support of staff expense input and submittal to ensure they are accounted for in monthly invoice statements and/or the company's overhead
• Marketing Support — Assist with proposal preparation, typing, updating versions and proofreading
• Marketing Support — Work closely with staff to order and maintain marketing merchandise
• Project Support — Maintain projects schedule and track milestones
• Project Support — Assist in preparing and maintaining project folders
• Project Support — Maintaining active project list
• Project Support — Assist in obtaining and maintaining proper insurance certificates, W-9 forms for clients and subcontractors
• Project Support — Attend project meetings as needed to record minutes for distribution
• Human Resources Support — Familiarize yourself with our company benefits
• Human Resources Support — Coordinate and facilitate on-boarding and orientation of new hires

• 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.
• 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, including improvements to infrastructure, the environment, and natural resources. Founded in 1925, Volkert is celebrating a century of serving our employees, clients,…