Administrative Assistant

Vanir is a proud minority- and woman-owned company, recognized as a national leader in program, project and construction management (PMCM) and real estate development. Since 1964, we have consistently exceeded client expectations. Ranked as a top PMCM firm by Engineering News-Record (ENR) for more than three decades, our award-winning team provides a full range of services to public and private sector clients in the aviation;

healthcare; education (K-12 and higher); justice and essential services; science and technology; state and local government; transportation; water and wastewater; energy; and commercial, residential and nonprofit markets.

The Administrative Assistant provides administrative, secretarial support in the areas of reports, clerical tasks, documentation, and office operation functions. Will provide administrative secretarial support in Corporate, Regional/Area, and project offices as assigned. Responsible for regular support to assigned tasks of an administration nature that ensure adherence to all pertinent objectives outlined for the support to the entity assigned and/or company. Functions as the administrative support for such procedures as correspondence, meeting minutes, proposals, and other document management.

Essential Duties & Responsibilities:

• Coordinate meetings between internal teams, contractors, vendors, and other project stakeholders, including scheduling and meeting logistics.

• Coordinate with various vendors and contractors to schedule and facilitate warranty-related work at the facility.

• Track vendor communications, scheduled warranty work, outstanding items, and follow-up activities to support timely completion of project requirements.

• Assist with document control, including organizing, maintaining, tracking, and retrieving construction project documents, warranty records, guarantees, and related correspondence.

• Provides application of typing and word processing for correspondence, meeting minutes, proposals, and other material from rough draft of corrected copy. Types, assembles, and distributes monthly reports, proposals, and similar documents. Maintains regular reports and metrics as required by direction.

• Provides administration of mail procedures that include sorting and processing incoming and outgoing mail and correspondence (Fed Ex/UPS/GSO) and interoffice communications. Ensures correctness of mail room procedures, supplies, and labeling. Orders via company entities postage, supplies, and necessary tracking to ensure mail operations run smoothly.

• Assists staff with copying and distribution of project related materials such as submittals, shop drawings, RFIs and other project corporate documents. Maintains the required logs and updates than as needed.

• Maintains mailing lists, lead tracking, specialized data, and database systems and coordinates for periodic updates.

• Perform reception duties as required. Acts as greeter to office, receiving and directing clients and guests. Operates the telephone paging system, receives and directs calls in a timely and professional manner. Will use voicemail and email in messaging as appropriate. Maintains awareness of where employees are as well as of visitors at all times.

• Assists in maintaining all necessary record-keeping activities. Completes forms for corporate procedures such as requests, distribution lists, logs, meeting room coordination, schedules of employees, and visitors to the facility and parking validation.

• Primary administrative support to the setup, classification, and maintenance of office and corporate files. Locates materials as necessary, records classifications, compilation and posting of necessary information in accordance to company requirements or direction. Assists in maintaining the correct resources of periodicals, library, and technical resource information according to company or project requirements.

Minimum Qualifications:

• Bachelor's Degree with emphasis in business administration or technical degree in related construction disciple or equivalent technical area of study. 2+ years of experience preferably 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 disciple. 4+ years of experience preferably in project coordination and support on construction, engineering, or equivalent technical…