Administrative Assistant

Overview

Provides comprehensive admin support for Midwest office, handling scheduling, billing, HR, and project tasks.

Key Responsibilities

• project scheduling
• timesheets
• safety coordination
• fleet management
• invoice processing
• document control

Tasks

-Maintain projects schedule and track milestones -Assist on a weekly and monthly basis to ensure staff time sheets are input into VantagePoint and signed for the preparation of invoices -Company Safety coordination; work as Safety representative -Scheduling and organizing staff activities such as meetings, travel, conferences, marketing events, luncheons, and training activities -Provides support by scanning, filing, copying, data entry -Provide additional support as directed by Project Managers -Assist in distributing information the team is required to have knowledge of: open enrollment dates, company holidays, mandatory training, special events, operational changes -Provide support of staff expense input and submittal to ensure they are accounted for in monthly invoice statements and/or the company’s overhead -Assist in preparing and maintaining project folders -Assist in obtaining and maintaining proper insurance certificates, W-9 forms for clients and subcontractors -Fleet vehicle coordination; ensures company vehicles have up-to-date registrations, schedule company vehicle maintenance and submittal of mileage reports -Assist with proposal preparation, typing, updating versions and proofreading -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 -Ordering and maintaining office supplies and equipment (including ordering and delivering supplies needed to remote employees) -Work closely with staff to order and maintain marketing merchandise -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 -Maintaining active project list -Attend project meetings as needed to record minutes for distribution -Coordinate and facilitate on-boarding and orientation of new hires

Requirements

• accounting
• vantagepoint
• driver’s license
• ms office
• admin experience
• customer service

What You Bring

-Experience with accounting preferred -Knowledge of VantagePoint preferred -A satisfactory motor vehicle report (MVR) -Valid driver’s license -Submittal of any Golden office invoices for services such as water and coffee -Proficient with MS Office suites including intermediate to advanced skills in MS Excel, MS Word, and MS Teams. Experience with MS Project is preferred -High School education or equivalent with a minimum of 5 years of administrative support experience or Associate’s degree -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 -Familiarize yourself with our company benefits -Professional office etiquette and strong customer service for our internal and external customers

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Benefits

-Paid Time Off (PTO) and holidays -Employer-Paid Life/AD&D insurance -Accounts receivables/Accounts payable Support -Wellness incentives -Employee Stock Ownership Plan (ESOP) -Medical, Dental, & Vision -Student Debt Retirement Match -401(k) retirement savings plan + employer matching -Employer-Paid short-term disability and long-term disability

About Volkert, Inc.

-Engineered landmark projects like the Lake Pontchartrain Causeway, still the longest continuous bridge over water. -Expanded into ports, highways, and flood control—shaping major infrastructure from Sugar Bowl stadium expansions to interstate highway systems. -Typical projects include airport terminals, major bridges, urban roadways, transit systems, waterfront, and environmental restoration. -Specialist areas span transportation, water resources, energy, environmental consulting, aviation, and bridge design. -The team includes experts ranging from landscape architects to real-estate specialists, enabling full-service offerings.

Sector Specialisms

Security Clearance

-pre‑employment drug screening required, may include testing for marijuana. -fit‑for‑duty evaluation may be required post‑offer if applicable.