Senior Administrative Assistant

Overview : ABOUT THE POSITION

ABOUT THE POSITION

VHB’s Virginia Beach, VA office has an immediate opening for an enthusiastic, highly organized, detail-oriented employee to join our administrative services team.

The Senior Administrative Assistant position provides support to our office with a wide range of tasks from day to day. The ideal candidate should possess a can-do attitude, excellent verbal and written communication skills, and an ability to work independently as well as with a team in a dynamic, fast paced deadline-oriented consulting firm.

Candidate should be proactive with an ability to prioritize tasks and anticipate needs. Position includes opportunities for personal and professional development and growth in joining VHB’s fastest growing office on the east coast.

Responsibilities

Support client contract, and work order preparation

Track and monitor client contract and master service agreements

Serves as contract record custodian, develops, and maintains database of all contracts and related documents.

Responds to internal questions regarding contract interpretation, requirements, etc.

Supports preparation, review, reporting, and disbursement of invoices and client contract billings.

Acknowledges correspondence and responds to employee inquiries involving contract / financial questions

Performs client and subconsultant contract maintenance, including reviewing client contract files to identify variances, omissions, or questionable situations

Interacts with partner organization, internal, external stakeholders, and the general public.

Supports program outreach events on behalf of client and project management

Performs research and supports periodic reports for management.

Supports Project Customer Relationship Management System (CRMS)

Assists with research and resolution of client invoicing questions

Maintains project-related records and documentation.

Assists PMs with client administrative requirements (e.g., cover letters / progress reports).

Provides a high level of administrative assistance to PMs and team.

Understands VHB policies and practices and maintains confidentiality.

Participates in professional and personal development aligned with career goals.

Performs all job functions in compliance with applicable federal, state, and local regulations and VHB policies and procedures.

Qualifications

5 years of office administration experience

3 years of transportation and engineering industry experience preferred

High school diploma or GED

Associate degree or some advanced administrative coursework preferred

WE ARE VHB! We’re an inspired and innovative team of engineers, scientists, planners, and designers who partner with clients in the transportation, real estate, institutional, and energy industries, as well as federal, state, and local governments.

Our work helps improve mobility, enhance communities, and contribute to economic vitality. We do this while balancing development and infrastructure needs with stewardship of our environment.

Our people make us great! VHB provides a differentiating .

Inclusive culture of collaboration and innovation

Opportunity to work on complex, transformational projects

Amazing co-workers

A focus on learning and development

Flexible, hybrid workplace

It’s not surprising that VHB has consistently been rated one of the top AEC firms to work for across our 30+ offices on the East Coast.

We’re growing and we hope you’ll join us!

VHB is proud to be an Equal Opportunity / Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age or any other federally protected class.

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