Volkert, Inc. · 19 hours ago
Administrative Assistant
Bossier City, LA
Full-time
Onsite
Mid, Senior Level
5+ years expVolkert, Inc. is a top design firm committed to providing innovative solutions for sustainability. They are seeking an experienced Administrative Assistant to support their Southwest Region, handling various administrative tasks, scheduling, billing, and human resources support.
Civil EngineeringConstructionService Industry
Responsibilities
Administrative Support
Scheduling 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 for the design team
Maintain design calendar; project milestones, company events, local office events, personnel vacations
Assumes other duties as directed by immediate supervisor
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
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
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
Provide additional support as directed by Project Managers
Accounts receivables/Accounts payable Support
Submittal of any Bossier office invoices for services such as water and coffee
Staff Support
Assist on a weekly and monthly basis to ensure staff time sheets are input into Deltek 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 Support
Assist with proposal preparation, typing, updating versions and proofreading
Work closely with management to order and maintain marketing merchandise
Project Support
Maintain 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 Support
Familiarize yourself with our company benefits
Coordinate and facilitate on-boarding and orientation of new hires
Qualification
Required
5 years of administrative support experience
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
Ability to pass a pre-employment drug screening to ensure a safe and productive work environment
Valid driver's license
A satisfactory motor vehicle report (MVR)
Preferred
Experience with MS Project
Experience with accounting
Knowledge of Deltek
Benefits
Employee Stock Ownership Plan (ESOP)
Medical, Dental, & Vision
401(k) retirement savings plan + employer matching
Paid Time Off (PTO) and holidays
Employer-Paid Life/AD&D insurance
Employer-Paid short-term disability and long-term disability
Wellness incentives
Student Debt Retirement Match
Additional voluntary benefits
Company
Volkert, Inc.
Volkert’s history began in 1925 when it was founded in New Orleans as Doullut & Erwin to provide waterfront and heavy construction services, as well as airport design services beginning in 1927.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Thomas Hand
Chairman of the Board and Chief Executive Officer
Mike Sampson
Chief Financial Officer
Recent News
Business Journals
2023-05-27
Company data provided by crunchbase