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Senior Administrative Assistant

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VHB

Sep 16

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Virginia Beach

AI generated summary

  • You need 5 years of office admin experience, preferably 3 years in transportation/engineering. A high school diploma is required; an associate degree or advanced coursework is a plus.
  • You will manage contracts, track billings, respond to inquiries, maintain records, assist project managers, and support program outreach while ensuring compliance with policies and regulations.

Requirements

  • 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

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

FAQs

What is the primary location for the Senior Administrative Assistant position?

The primary location for the Senior Administrative Assistant position is VHB's office in Virginia Beach, VA.

What qualifications are required for this position?

The position requires 5 years of office administration experience, with 3 years of experience in the transportation and engineering industry preferred, a high school diploma or GED, and an associate degree or some advanced administrative coursework preferred.

What core responsibilities will the Senior Administrative Assistant be handling?

Core responsibilities include supporting client contract and work order preparation, tracking client contracts, responding to internal inquiries regarding contracts, assisting with invoices and client billings, maintaining project-related records, and providing administrative support to project managers.

Is previous experience in the transportation and engineering industry required?

While 3 years of transportation and engineering industry experience is preferred, it is not explicitly required for the role.

What kind of work environment can I expect at VHB?

VHB promotes an inclusive culture of collaboration and innovation within a flexible, hybrid workplace.

Will there be opportunities for personal and professional development in this role?

Yes, the position includes opportunities for personal and professional development and growth.

Is the position open to individuals with diverse backgrounds?

Yes, VHB is proud to be an Equal Opportunity/Affirmative Action Employer and considers all qualified applicants without regard to various protected classes.

Are benefits available for this position?

While specific benefits are not detailed in the job description, VHB typically offers a differentiating employee experience with a focus on learning, development, and a robust workplace culture.

What skills are emphasized for the ideal candidate?

The ideal candidate should possess excellent verbal and written communication skills, a proactive “can-do” attitude, the ability to prioritize tasks, and the capacity to work independently and as part of a team in a fast-paced environment.

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VHB

A diverse team dedicated to delivering sustainable & equitable solutions for a more resilient tomorrow.

Engineering & Construction
Industry
1001-5000
Employees
1979
Founded Year

Mission & Purpose

We are VHB. Our diverse team of engineers, scientists, planners and designers brings together our collective knowledge, technical excellence, and wide network of trusted relationships to improve mobility, enhance communities, and balance development and infrastructure needs with environmental stewardship. With a future-focused mindset, we are dedicated to delivering sustainable and equitable solutions for a more resilient tomorrow to benefit the places where we live, work, and play.