Administrative Assistant

United States·MobileRegular Full Timemid

Administrative AssistantAdministration & Office Support

2 views0 saves0 applied

Apply Now

Quick Summary

Key Responsibilities

Administrative Support Scheduling and organizing staff activities such as meetings, travel, conferences, marketing events, luncheons, and training activities.

Technical Tools

Administrative AssistantAdministration & Office Support

Are we the road to your future?

We are currently searching for an experienced Administrative Assistant to support our Gulf Region located in Mobile, AL.

To be considered for this position, applicants must have, at minimum, 5 years of administrative support experience.

Responsibilities

~2 min read

→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 for the design team.
7. →Maintain design calendar; project milestones, company events, local office events, personnel vacations.
8. →Assumes other duties as directed by immediate supervisor.
9. →Work within a safety-first culture where protecting our people, clients, and communities is a core value. Through Volkert’s Mission Zero: Focus on Safety program, you learn how proactive safety practices, risk awareness, and safety communications are built into daily engineering activities and project delivery.
10. →Work within a supportive team environment where quality matters and attention to detail is valued. You will be guided in developing good self-checking habits and learning how to review the work of others, while gaining hands-on experience with Quality Management principles that support high-quality engineering projects.
→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 Mobile 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 Deltek 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 management 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.

Requirements

~1 min read

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 Deltek 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
Valid driver’s license
A satisfactory motor vehicle report (MVR)

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.