Administrative Assistant Position Available In Hillsborough, Florida

Administrative Assistant
Regular Full Time

ADMIN ASSISTANT

Tampa, FL, US
4 days ago

Requisition ID:

2865 Are we the road to your future? Volkert is employee owned and a Top 100 design firm, committed to delivering the future of infrastructure in three key areas of service: Design + Engineering, Planning + Environmental, and Program + Construction Management. We are currently searching for an experienced Administrative Assistant to support our Southeast Region located in Tampa, FL. Responsibilities run the gamut. As a team member you would be involved in tasks from assisting with office operations, onboarding new hires, managing office supplies and assisting the team with project tasks. We are seeking a proactive, assertive and ambitious individual that wants to roll-up their sleeves and support the team where needed. What you’ll be doing: 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.
Assumes other duties as directed by immediate supervisor.
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 SE Regional office invoices for services such as water and coffee.
Staff Support
Assist on a weekly and monthly basis to ensure NGG 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.
Project Support
Maintain NGG projects schedule and track milestones.
Assist in preparing and maintaining NGG project folders.
Maintaining NGG active project list.
Assist in obtaining and maintaining proper insurance certificates, W-9 forms for clients and subcontractors.
Human Resources Support
Familiarize 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 Deltek preferred.
Desire to work in financials, which include accounts payable and receivables.
Valid driver’s license.
A satisfactory motor vehicle report (MVR).
Characteristics of a successful Volkert team member:
Be a brand ambassador for the company who engages in diversity and inclusion,
Be self-motivated to meet individual goals and maintain accountability in a team environment
Exercise initiative and independent judgement in the solution of work problems
Be able to communicate effectively- verbal and written
Be able to multi-task in a team environment

Volkert Perks:

Competitive compensation
Flexibility and a positive work/life balance
Challenging and innovative projects
Employee referral program
Professional development
Employee Stock Ownership Plan (ESOP)
401(k) retirement savings plan + employer matching
Paid Time Off (PTO) and holidays
Medical, Dental, & Vision
Employer-Paid Life/AD&D insurance
Employer-Paid short-term disability and long-term disability
Wellness incentives
Additional voluntary benefits The words from our Chairman of the Board and Chief Executive Officer, Thomas A. Hand, PE, capture best how you can make an impact while working for Volkert. “For a century, Volkert has done meaningful work that improves our infrastructure and quality of life throughout our communities. We are proud of our one-hundred-year legacy and humbled by the opportunities ahead of us as we look forward to our next century of service. With our commitment to employee ownership and sustainable growth, you can build a career here that really makes a difference.” – Thomas A. Hand, PE, Chairman of the Board and Chief Executive Officer EOE-Race/Sex/Vets/Disabled Volkert does not accept unsolicited resumes from headhunters, recruitment agencies or fee-based recruitment services. #LI-HF1 Florida