Administrative Assistant

Vanir Construction Management, Inc.; Leavenworth (KS); On-site; USD 60,000 - 65,000; Full time

Benefits offered by this job

401(k) with employer matching

Medical/Dental/Vision

Paid time off

Job summary

Vanir Construction Management, Inc. is seeking an Administrative Assistant to provide secretarial support for corporate, regional, and project offices in Leavenworth, KS.

The role covers correspondence, meeting minutes, proposals, and document management while coordinating meetings with internal teams and vendors. The position requires strong English communication, on-site availability five days a week, and proficiency in Microsoft Office; project documentation systems are a plus.

Qualifications

• Bachelor's or equivalent in business or construction related field; 2+ years in admin/construction preferred.
• Associate's Degree with business focus; 4+ years in project coordination in construction/engineering preferred.
• Non-degree holders: 6+ years in construction/engineering/architecture project coordination/ support.

Responsibilities

• Coordinate meetings between internal teams, contractors, vendors and stakeholders, including scheduling and logistics.
• Track vendor communications and warranty-related work to support timely completion.
• Assist with document control: organizing, maintaining, and retrieving construction project documents and related records.
• Prepare correspondence, meeting minutes, proposals and monthly reports; maintain required logs and metrics.
• Handle mail procedures, postage, supplies and routing to ensure smooth mail operations.
• Assist in distribution of submittals, shop drawings, RFIs and project documents; maintain logs.
• Maintain mailing lists, lead tracking and databases; coordinate periodic updates.
• Perform reception duties and routes calls professionally; manage voicemail/email messaging.
• Support filing, classification and maintenance of office and corporate files per company requirements.

Skills

Interpersonal skills

Communication skills

English grammar

On-site coordination

Time management

Education

Bachelor's Degree in business administration or construction-related field

Associate's Degree in business disciplines

6+ years of construction/engineering/architecture project support experience

Tools

Microsoft Office Suite

Project documentation software

Job description

About Vanir

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.

Job Description

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 (FedEx/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 projects.
• Or, non-degree holders must possess 6+ years of experience preferably 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.
• Must possess knowledge and application of providing administrative support to corporate and construction office procedures, administrative support applications and practices.
• Understanding and capability for effective personnel interactions in professional settings.
• Must have the ability to provide interpersonal and communications skills to effectively communicate in person or via correspondence. Capable use of English grammar, proofreading/editing and spelling is required.
• Must have a complete understanding of company policies and procedures.
• Advanced computer skills and familiarity with Microsoft Office Suite products. Project documentation software experience is preferred.

• Ability to coordinate schedules, communicate with multiple teams, and follow up on outstanding items.

• Ability to work on-site in Leavenworth, Kansas, Monday through Friday.

• Ability to represent Vanir and related entities in a professional manner at all times to ensure company policies and procedures as well as compliance to all applicable laws and regulations.

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.

VEVRAA Federal Contractor

Request Priority Protected Veteran Referrals

EOE Minorities/Females/Protected Veterans/Disabled

Contact Email: [e-mail]

Persons with medical limitations may, with reasonable accommodations, be capable of performing the duties of this position. Such a determination must be made on an individual basis considering the person's limitations, the requirements of the position, and the company's ability to make reasonable accommodations to the person's limitations.

We Participate in E-Verify

Pursuant to the Ban The Box Act/Fair Chance Initiative, we will consider for employment qualified applicants with arrest and conviction records.

Posted Salary Range

USD $60,000.00 - USD $65,000.00 /Yr.