The ideal candidate demonstrates good judgment in diverse situations, possesses strong written and verbal communication skills, and maintains a realistic balance among multiple priorities. Our unique culture fosters growth, communication, and teamwork. As a Vanir employee, you will be a vital member, helping to develop and support operational initiatives.
Essential Duties & Responsibilities:
- Manages sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting area operations.
- Maintains a daily calendar of meetings and events.
- Prepares Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents to support the organization’s objectives.
- Prepares and distributes monthly reports, proposals, and similar documents. Maintains regular reports and metrics as directed.
- Arrange travel and accommodations for executives. Responsibilities including booking, maintaining, and tracking hotel and airline reservations to ensure accuracy and timeliness.
- Prepares and track expense reports and purchase requisitions for multiple individuals and team members as needed.
- Assist in preparing and managing presentations and decks.
- Complete ad hoc projects as assigned.
- Organize complex calendars and schedules, resolving any scheduling issues
- Provides administration support that includes the organization of file systems and related data support to the maintenance of document management systems and integrity of the filing systems and related retrieval.
- Assists in the Preparation and management of the area’s monthly invoicing process; preparing, organizing, and checking invoices against contract requirements. If needed, coordinates payments to subcontractors and vendors for timely processing; notifies the Project Manager of open and outstanding issues.
- Accounts Receivable follow up, analysis and tracking
- Coordinates purchase orders for office orders, major events and company functions of a public nature, including preliminary budget preparation, organization of the event, and coordination of all activities involved.
- Track, register and coordinate industry and local events for the area.
- Responsible for onboarding new employees to Vanir, coordinating with hiring manager, HR, payroll, and IT to ensure all successful completion of onboarding procedures.
- Administration of mail procedures including sorting and processing incoming and outgoing mail (FedEx/UPS/GSO) and interoffice communications.
- Provide essential support for meetings and lunch ordering, ensuring smooth and efficient operations. Coordinate meeting logistics, materials, and lunch orders
- Maintain necessary record-keeping activities, including visitors in facility, distribution lists, completing forms for corporate procedures, employee schedules, and coordinating meeting rooms and parking validations.
- Provide primary administrative support for setting up, classifying, and maintaining office and corporate files.
- Ability to function well in a high-paced environment; performs additional duties as assigned.
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 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 in project coordination and support on construction, engineering, or equivalent technical projects.
- Or non-degree holders must possess 6+ years of experience in a construction, engineering, architecture, or similar technical projects related to providing coordination, project support, and planning.
- Must have 5-8+ years’ experience with a successful track record of increasing team efficiency by operations and administrative support. Prior experience within the A/E/C industry including knowledge of construction project / program processes and procedures highly desired.
- Experience in office management, contract creation and editing, invoice review, presentation development, and Microsoft Word document editing.
- Self-starter with strong problem-solving and analytical skills, organized, detail-oriented, confident, and professional.
- Experience assisting and coordinating company meetings and events is required. This may include some or all the following: event planning, contract review (hotel/catering/other vendors), scheduling, invitation, reservation and preparation of guest accommodations and the distribution and preparation of meetings.
- Requires the ability to thrive in a team environment and take on new challenges as they arise and have the capacity as an operations analyst.
- Excellent communication, writing, and computer skills (Microsoft Office Suite), with advanced MS Excel skills. Experience with office procedures, business enterprise programs, and protocols required.
- Understanding and capability for effective personnel interactions in professional settings.
- Ability to represent the company professionally and ensure compliance with company policies and applicable laws and regulations.
Offered rate of compensation will be based on a variety of non-discriminatory factors, including education, qualifications, experience, and geographic location. The salary range for this position is $70,000.00 - $85,000.00.
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.