Administrative Assistant

Vanir Construction Management, Inc.•Leavenworth, KS

10d•$60,000 - $65,000•Onsite

About The Position

The Administrative Assistant provides administrative and secretarial support for reports, clerical tasks, documentation, and office operations. The role supports Corporate, Regional/Area, and project offices as assigned, ensuring assigned administrative tasks adhere to relevant objectives and company requirements. It supports correspondence, meeting minutes, proposals, document management, project coordination, and office procedures. The position is on-site in Leavenworth, Kansas, Monday through Friday.

Requirements

Bachelor's degree with emphasis in business administration or a technical degree in a related construction discipline or equivalent technical area of study, plus 2 or more years of experience, preferably in business administration, construction, engineering, or architecture-related work, or combined internships; alternatively, an associate's degree in a business discipline or construction discipline plus 4 or more years of experience, preferably in project coordination and support on construction, engineering, or equivalent technical projects; alternatively, no degree and 6 or more years of experience, preferably providing coordination, project support, and planning on construction, engineering, architecture, or similar technical projects. Non-degree holders should be planning to advance their education.
Knowledge of and ability to apply administrative support practices, applications, and procedures in corporate and construction office settings.
Ability to interact effectively with personnel in professional settings.
Strong interpersonal and communication skills, including effective in-person and written communication; capable English grammar, proofreading, editing, and spelling.
Complete understanding of company policies and procedures.
Advanced computer skills and familiarity with Microsoft Office Suite products.
Ability to coordinate schedules, communicate with multiple teams, and follow up on outstanding items.
Ability to work on-site in Leavenworth, Kansas, Monday through Friday.
Ability to represent the company professionally and comply with applicable laws and regulations.

Nice To Haves

Project documentation software experience is preferred.
Experience in business administration, construction, engineering, architecture, or related technical project support is preferred, as applicable to the education pathway.

Responsibilities

Coordinate meetings among internal teams, contractors, vendors, and project stakeholders, including scheduling and logistics.
Coordinate with vendors and contractors to schedule and facilitate warranty-related work at the facility.
Track vendor communications, scheduled warranty work, outstanding items, and follow-up activities.
Organize, maintain, track, and retrieve construction project documents, warranty records, guarantees, and related correspondence.
Prepare correspondence, meeting minutes, proposals, reports, and other materials from rough drafts or corrected copies; assemble and distribute documents and maintain reports and metrics as directed.
Administer incoming and outgoing mail and interoffice communications, including sorting, processing, labeling, and arranging postage and supplies.
Copy and distribute project materials such as submittals, shop drawings, RFIs, and other corporate documents; maintain and update required logs.
Maintain mailing lists, lead tracking, specialized data, and database systems, coordinating periodic updates.
Perform reception duties, greet and direct clients and guests, handle and direct calls, use voicemail and email for messages, and maintain awareness of employee and visitor whereabouts.
Maintain records and complete forms related to company procedures, distribution lists, logs, meeting rooms, employee schedules, visitors, and parking validation.
Set up, classify, and maintain office and corporate files; locate materials and record, compile, and post information according to company requirements or direction.
Help maintain periodicals, library materials, and technical resources according to company or project requirements.
Represent Vanir and related entities professionally and comply with company policies, procedures, laws, and regulations.