Administrative Assistant

Volkert Inc. • Dayton, OH • 18h ago

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 SupportScheduling and organizing staff activities such as meetings, travel, conferences, marketing events, luncheons, and training activities
Ordering and maintaining office supplies and equipment (including ordering and delivering supplies needed to remote employees)
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
Provides support by scanning, filing, copying, data entry
Fleet vehicle coordination; ensures company vehicles have up-to-date registrations, schedule company vehicle maintenance and submittal of mileage reports
Company Safety coordination; work as Safety representative
Assumes other duties as directed by immediate supervisor
Billing/Invoicing SupportProvide support monthly during review and preparation of project invoices for submittal; confirming subcontract invoices, equipment charges, per diem, and project expenses have been included
Provide additional support as directed by Project Managers
Accounts receivables/Accounts payable SupportSubmittal of any Dayton office invoices for services such as water and coffee
Staff SupportAssist on a weekly and monthly basis to ensure staff time sheets are input into VantagePoint and signed for the preparation of invoices
Assist in distributing information the team is required to have knowledge of: open enrollment dates, company holidays, mandatory training, special events, operational changes
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 SupportAssist with proposal preparation, typing, updating versions and proofreading
Work closely with staff to order and maintain marketing merchandise
Project SupportMaintain projects schedule and track milestones
Assist in preparing and maintaining project folders
Maintaining active project list
Assist in obtaining and maintaining proper insurance certificates, W-9 forms for clients and subcontractors
Attend project meetings as needed to record minutes for distribution
Human Resources SupportFamiliarize yourself with our company benefits
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.
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 celebra

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