Administrative Coordinator - Vendor Management

Kimley-Horn; Phoenix (AZ); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Exceptional Retirement Plan

Comprehensive Health Coverage

Flexible scheduling

Tuition reimbursement

New Parent Leave

Job summary

A leading consulting firm is seeking an experienced Administrative Assistant to join their Phoenix, Arizona team. This role involves providing comprehensive administrative support, managing calendars, facilitating communication, and generating reports. The ideal candidate should possess strong organizational skills, a client-focused attitude, and proficiency in office software like Concur Expense and Excel. The position offers a competitive benefits package and opportunities for professional development, emphasizing a family-friendly workplace.

Qualifications

• Minimum of 2 years of relevant administrative experience.
• Ability to work in a fast-paced environment managing multiple tasks.
• Exceptional organizational skills and excellent communication skills.

Responsibilities

• Assist with calendar management and meeting scheduling.
• Provide invoicing and vendor program administration.
• Generate reports for events and vendor spend.

Skills

Organizational skills

Attention to detail

Communication skills

Proficiency in Microsoft Office

Time management

Tools

Concur Expense

Excel

OneNote

Outlook

Job description

Overview

Kimley-Horn is looking for an Administrative Assistant to join our team in Phoenix, Arizona (AZ)! This is not a remote position.

Responsibilities

• Administrative Support: Assist with calendar management, meeting scheduling, expense reporting, invoice processing, individual and group travel arrangements, and other administrative tasks
• Vendor Program Administration: Invoicing, monthly expenditure submissions, new user management, and general account updates and maintenance
• Help Desk communication: facilitate daily communication, coordinate responses, elevate/resolve issues associated with general AMEX and travel questions
• Data Tracking: Generate reports for events, travel, and vendor spend
• Backup Coverage: Provide aid to support general team administrative duties
• Team Support: Ordering supplies, outreach to vendors, organizing records
• Other Duties: Perform ad hoc tasks as requested
• Assist with producing plans, project manuals, and reports

Qualifications

• Minimum of 2 years of relevant administrative experience
• Ability to work in a fast-paced environment with a proficiency in managing and balancing multiple tasks/priorities with a high sense of urgency
• Exceptional organizational skills and attention to detail
• Quick learner with the ability to adapt and interest in learning new tasks
• Proficient knowledge of office software such as Concur Expense, Excel, OneNote, and Outlook
• Excellent interpersonal and communication (verbal/written) skills
• Positive attitude with a client-focused approach
• Dedicated team player, eager to collaborate effectively with colleagues
• Highly responsive self-starter with a readiness to provide prompt and efficient assistance

Why Kimley-Horn?

At Kimley-Horn, we do things differently. People, clients, and employees are at the forefront of who we are. Clients know we prioritize achieving their goals and growing their success. Employees know our culture and approach to business are built on a desire to provide an environment for everyone to flourish. Our commitment to quality is only as good as the people behind it— that’s why we welcome and develop passionate, hardworking, and proactive employees. We take pride in how our employee retention, robust benefits package, and company values have led to Kimley-Horn’s placement on the Fortune “100 Best Companies to Work” list for 18 years!

Key Benefits at Kimley-Horn

• Exceptional Retirement Plan: 2-to1-company match on up to 4% of eligible compensation (salary + bonus) and additional profit-sharing contribution.
• Comprehensive Health Coverage: Low-cost medical, dental, and vision insurance options.
• Time Off: Personal leave, flexible scheduling, floating holidays, and half-day Fridays.
• Financial Wellness: Student loan matching in our 401(k), and performance-based bonuses.
• Professional Development: Tuition reimbursement and extensive internal training programs.
• Family-Friendly Benefits: New Parent Leave, family building benefits, and childcare resources.