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, secretarial support in the areas of property management, contract administration, accounting, and general office and reception functions. Responsible for regular support to assigned tasks of an administrative nature that ensure adherence to all pertinent objectives outlined for the support to the entity assigned and/or company.

Essential Duties & Responsibilities:

Assist Property Manager with all tenant request/inquiries to ensure tenant needs are met per the lease
• Interface and communicate with tenants and vendors daily
• Assist in coordinating and scheduling in house maintenance work and tenant requests
• Assist in the ordering of janitorial supplies for all properties
• Report and document all incident reports and police reports for all properties
• Keep an accurate account of all card readers/keys issued to employees/tenants
• Help coordinate housekeeping services necessary for guest stays
• Assisting the property manager coordinate vendor service calls, meetings to discuss quotes and work to be done, and other various visits. Follow-up calls and emails to the vendors
• Manage the vendor contract process; serve as the primary contact for vendors regarding all maintenance contract issues
• Draft all vendor contracts, change orders and work orders
• Distribute contracts to vendors for execution and follow-up to ensure a timely return
• E-file all contract drafts and fully executed copies
• Ensure the collection, review, and maintenance of any required certificates of insurance, worker's compensation insurance, and other required documents
• Verify Contractor performance and work completion for purposes of payment
• Correspondence and Phone support; Fax, email, scanning documents, answering phones and taking messages
• Greet guests and visitors to office
• Maintaining schedule for conference room usage
• Coordinate all incoming and outgoing mail
• Maintaining necessary maintenance supplies, ink for printers, general office supplies,and kitchen supplies
• Coordinate all incoming and outgoing mail for through FedEx, UPS, GSO, OnTrac, and any other necessary method. This includes packaging items to ship, creating labels, sorting incoming mail, and monitoring the shipping supplies
• Assist in filing of documents in their physical filing system and on their servers
• Providing support for security guards to take breaks and lunch
• Checks all timesheets for accuracy in regard to time, codes and properties
• Enters all timesheet information into labor spreadsheets including maintenance tech, date, property code, maintenance code and time spent completing work
• Sorts all spreadsheet information by property code and multiplies it by the labor rate depending on regular time or overtime
• Labor allocations are provided to accounting department for CAM purposes

Minimum Qualifications:

• 1-3 years of exprience in an adiministratve support role is required
• 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
  
  
• Computer skills and familiarity with Microsoft Office Suite products

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

VEVRAA Federal Contractor

Request Priority Protected Veteran Referrals

EOE Minorities/Females/Protected Veterans/Disabled

Contact Email: View email address on click.appcast.io

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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