Administrative Assistant

ViaPlus by VINCI Highways • Broomfield, CO

8d • $23 - $27 • Hybrid

About The Position

The Operations & Administrative Assistant provides administrative, operational, and office support for the organization. This role is responsible for maintaining an organized, professional, and efficient office environment while supporting roadway operations reporting, incident and claims administration, accounting support activities, and general business operations. The ideal candidate is highly organized, detail-oriented, customer-service focused, and capable of managing multiple priorities in a fast-paced environment. This position serves as a key support resource for office administration, Operations & Maintenance (O&M), accounting, and management teams.

Requirements

• High School Diploma or GED required.
• Minimum two (2) years of administrative, office support, operations support, customer service, or related experience.
• Strong organizational, communication, and customer service skills.
• Proficiency in Microsoft Office Suite, including Excel, Outlook, Word, and PowerPoint.
• Ability to manage multiple priorities while maintaining attention to detail.
• Ability to maintain confidentiality and exercise sound judgment.

Nice To Haves

• Associate degree in Business Administration, Accounting, Office Administration, or related field preferred.
• Experience with claims administration, insurance coordination, reporting, or accounting support preferred.
• Notary certification preferred.

Responsibilities

• Maintain a professional, organized, and welcoming office environment.
• Order, stock, and replenish office supplies, kitchen supplies, beverages, and snacks.
• Water and maintain office plants and assist with office upkeep.
• Mail handling, including post-office errands.
• Assist with maintaining common areas, conference rooms, and breakrooms.
• Coordinate incoming and outgoing mail, deliveries, and shipments.
• Answer phones, greet visitors, and provide administrative support.
• Assist with scheduling meetings and coordinating office events.
• Assist with preparing, compiling, and distributing operational reports including: police activity, energy usage, water usage, traffic volumes, revenue reporting, and other roadway operational metrics.
• Maintain departmental records, logs, files, and supporting documentation.
• Support O&M leadership with administrative projects and operational reporting requirements.
• Assist with documentation related to roadway maintenance activities and operational performance measures.
• Assist in managing, processing, and tracking the end‑to‑end permitting. This includes utility, access, construction, and development permit requests.
• Prepare and notarize affidavit dockets for court filings or any other documents needed to be notarized.
• Receive, document, and maintain records related to roadway accidents, incidents, property damage, and customer claims.
• Log accidents, incidents, and claims into tracking systems and databases.
• Collect and maintain supporting documentation, including police reports, photographs, correspondence, invoices, and repair records.
• Prepare invoices and supporting documentation for restitution and damage recovery claims.
• Track claim status, collections, and reimbursement activities.
• Coordinate and communicate with insurance carriers, legal representatives, contractors, law enforcement agencies, and internal stakeholders.
• Assist with claim follow-up and recovery efforts for damages to roadway assets and infrastructure.
• Maintain confidential incident, law enforcement, and insurance claim records.
• Provide backup support to the Accounting & Administrative Manager.
• Assist with invoice processing, accounts payable administration, filing, and records retention.
• Perform data entry and maintain financial documentation.
• Support month-end accounting activities as assigned.
• Maintain confidentiality of financial and business information.
• Prepare reports, spreadsheets, presentations, and correspondence.
• Maintain electronic and physical filing systems.
• Support cross-functional teams and special projects.
• Perform other duties as assigned.

Benefits

• Starting at 80 Hours PTO annually (prorated, aligned with hire date)
• 64 Hours Sick leave annually
• 12 Days Company Paid Holidays
• 1 Day Floating Holiday
• Medical, Dental, Vision, Life, Short/Long Term Disability Coverage
• Medical is paid at 90% by the Company for employees and their families
• Dental, Vision, STD, LTD, and Life Insurance are paid 100% by the Company
• Paid Parental Leave at 100% for employees who qualify
• 401(k) with up to 6% company match

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED