Administrative Assistant

Vanir is a proud minority- and woman-owned company, recognized as a national leader in program, project and construction management (PMCM) and real estate development. Since 1964, we have consistently exceeded client expectations. Ranked as a top PMCM firm by Engineering News-Record (ENR) for more than three decades, our award-winning team provides a full range of services to public and private sector clients in the aviation; healthcare; education (K-12 and higher); justice and essential services; science and technology; state and local government; transportation; water and wastewater; energy; and commercial, residential and nonprofit markets.

The Administrative Assistant provides administrative support for reports, clerical tasks, documentation, and general office operations. This is an on-site role at a project site in Leavenworth, KS. Responsibilities include assigned administrative duties that ensure compliance with established objectives and support effective operations for the assigned entity and/or company.

Essential Duties & Responsibilities:

Provides general administrative support, including maintaining organized filing systems (electronic and physical) and ensuring accurate document storage and retrieval.
• Prepares, types, and formats correspondence, reports, proposals, and meeting materials from rough drafts or verbal instructions. Compiles and distributes recurring reports and departmental documents as needed.
• Takes meeting notes and prepares meeting minutes, ensuring accurate documentation and timely distribution to attendees.
• Coordinates meetings, schedules, and calendars, including managing attendee availability and resolving scheduling conflicts.
• Assists with copying, scanning, and distributing project and administrative documents such as submittals, RFIs, and shop drawings, maintaining required logs and tracking updates.
• Maintains contact lists, mailing lists, and basic database information, ensuring accuracy through regular updates.

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. Incumbent should be planning to advance their education.
• Must possess knowledge and application of providing administrative support to corporate and construction office procedures, administrative support applications and practices.
• Understanding and capability for effective personnel interactions in professional settings.
• Must have the ability to provide interpersonal and communications skills to effectively communicate in person or via correspondence. Capable use of English grammar, proofreading/editing and spelling is required.
• Must have a complete understanding of company policies and procedures.
• Advanced computer skills and familiarity with Microsoft Office Suite products. Project documentation software experience is preferred.
• Ability to represent Vanir and related entities in a professional manner at all times to ensure company policies and procedures as well as compliance to all applicable laws and regulations.

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.

If you're interested in working for Vanir please visit our website to learn more and to apply online at www.vanir.com.

VEVRAA Federal Contractor

Request Priority Protected Veteran Referrals

EOE Minorities/Females/Protected Veterans/Disabled

Contact Email: careers@vanir.com

Persons with medical limitations may, with reasonable accommodations, be capable of performing the duties of this position. Such a determination must be made on an individual basis considering the person's limitations, the requirements of the position, and the company's ability to make reasonable accommodations to the person's limitations.

We Participate in E-Verify

Pursuant to the Ban The Box Act/Fair Chance Initiative, we will consider for employment qualified applicants with arrest and conviction records.

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