Administrative Assistant

Job Description

  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. To be considered for this position, applicants must have, at minimum, 5 years of administrative support experience. What you’ll be doing:

• Administrative Support
  1. Scheduling and organizing staff activities such as meetings, travel, conferences, marketing events, luncheons, and training activities
  2. Ordering and maintaining office supplies and equipment (including ordering and delivering supplies needed to remote employees)
  3. 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
  4. Provides support by scanning, filing, copying, data entry
  5. Fleet vehicle coordination; ensures company vehicles have up-to-date registrations, schedule company vehicle maintenance and submittal of mileage reports
  6. Company Safety coordination; work as Safety representative
  7. Assumes other duties as directed by immediate supervisor
• Billing/Invoicing Support
  1. 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
  2. Provide additional support as directed by Project Managers
• Accounts receivables/Accounts payable Support
  1. Submittal of any Golden office invoices for services such as water and coffee
• Staff Support
  1. Assist on a weekly and monthly basis to ensure staff time sheets are input into VantagePoint and signed for the preparation of invoices
  2. Assist in distributing information the team is required to have knowledge of: open enrollment dates, company holidays, mandatory training, special events, operational changes
  3. 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
  1. Assist with proposal preparation, typing, updating versions and proofreading
  2. Work closely with staff to order and maintain marketing merchandise
• Project Support
  1. Maintain projects schedule and track milestones
  2. Assist in preparing and maintaining project folders
  3. Maintaining active project list
  4. Assist in obtaining and maintaining proper insurance certificates, W-9 forms for clients and subcontractors
  5. Attend project meetings as needed to record minutes for distribution
• Human Resources Support
  1. Familiarize yourself with our company benefits
  2. Coordinate and facilitate on-boarding and orientation of new hires

 What you need to have:

• 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
• If applicable to the position, a post offer fit for duty evaluation to ensure the individual can safely perform the essential functions of the role
• Valid driver’s license
• A satisfactory motor vehicle report (MVR)

 Why Volkert? 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, partners, and communities. At Volkert, we pride ourselves on providing all of our employees with competitive compensation, positive work/life balance, and professional development opportunities, as well as fostering a diverse and inclusive workplace in all of our offices nationwide. Key Benefits:

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

 The words from our Chairman of the Board and Chief Executive Officer, Thomas A. Hand, PE, capture best how you can make an impact while working for Volkert. “For a century, Volkert has done meaningful work that improves our infrastructure and quality of life throughout our communities. We are proud of our one-hundred-year legacy and humbled by the opportunities ahead of us as we look forward to our next century of service. With our commitment to employee ownership and sustainable growth, you can build a career here that really makes a difference.”– Thomas A. Hand, PE, Chairman of the Board and Chief Executive Officer EOE-Race/Sex/Vets/Disabled Volkert does not accept unsolicited resumes from headhunters, recruitment agencies or fee-based recruitment services. #LI-HF1 Ohio