Senior Administrative Assistant

Overview

ABOUT THE POSITION

VHB is seeking an experienced Senior Administrative Assistant to support a wide variety of administrative projects for our Tampa office.

Responsibilities

• Available to work in office Mondays-Fridays 8:00 to 5:00pm with the possibility of overtime and occasional outside of business hours assistance for events.
• Ensures all common areas are presentable and runs in an efficient and professional manner.
• As first point of contact, greets guests in a professional, friendly, hospitable fashion.
• Clerical duties such as answering phone calls, responding to emails, and preparing documents, including office correspondence and presentations.
• Coordination with the VHB and building facility/management teams to ensure the office is well maintained.
• Files, ship packages and sort/deliver daily mail.
• Types, formats, proofreads, and edits MS Word documents including client letters, reports, and contracts.
• Assists with other department meetings, ordering lunches, mailings, copying, filing and scanning.
• Work closely with project managers and finance team to support administrative functions and processes, such as (but not limited to):
• Assisting with project set up and amendment management.
  • Assisting with the preparation of contracts and amendments, including developing contract drafts and formatting.
  • Coordinating contract terms and conditions review with internal Legal Counsel and clients.
  • Assisting with the preparation of sub-consulting agreements.
  • Assisting Project Managers in processing invoices, including progress report preparation, and coordination with the finance team.
• Assists with making travel and car rental reservations.
• Assists with organizing/setting up conference rooms for meetings including technical aspects of audio and video connections for presentations and virtual meetings.
• Able to lift 20lbs.
• Ability to travel to VHB’s Sarasota office 1-2 times per month.

Skills and Attributes

• Excellent time management skills and the flexibility to multi-task and prioritize in a fast-paced environment where deadlines are essential.
• Ability to maintain positive composure, use good judgment, problem-solving and decision-making skills.
• Strong, positive customer service orientation and solid interpersonal communication.
• Articulate phone demeaner with exceptional customer service orientation and interpersonal skills.
• Excellent verbal and written communication skills, including appropriate grammar & punctuation.
• Ability to organize and provide clerical functions such as typing, filing, etc.
• Ability to assist with preparation of contract documents and invoices.
• Excellent attention to detail, self-motivation and the ability to think proactively is essential.
• Keen sense of Situational Awareness in a team environment with a professional, positive attitude.
• Self-motivated to work independently as well as to accept direction on assignments.
• Ability to think proactively with willingness to go the extra mile.
• Willingness to learn new skills.
• Proficient in Microsoft Suite (Word, Excel, Outlook, Teams, Access, PowerPoint, Project, Visio)

Qualifications

• 5 years of office administration experience
• High school diploma or GED
• Associate’s degree or some advanced administrative coursework preferred
• Experience working with multi-disciplinary engineering firm a plus

Our best estimate of the hourly range for this position located in Tampa, FL is $21-28 /hour. This offer is determined based on a number of job-related factors including internal comparators, skills, education, training, credentials, experience, scope and complexity of role responsibilities and geographic location. In addition, VHB offers a holistic benefits package which can be found here.

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 employee experience, which includes: 

• Diverse and inclusive culture of collaboration and innovation
• Opportunity to work on complex, transformational projects
• Community and social responsibility as sustainable stewards
• Focus on learning, development, and career growth
• Best-in-class benefits, including flexible, hybrid workplace  

We are consistently 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 a proud Affirmative Action and Equal Opportunity Employer. Since our founding, we have intentionally fostered a culture of diversity, equity, and inclusion—supported by deep-rooted core values, one of which is diversity. All individuals receive consideration for employment based on their qualifications without discrimination for race/ethnicity, religion, gender, sexual orientation, gender identity/expression, national origin, disability, age, genetic information, veteran status, pregnancy, marital status, or any other basis protected by law.

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Salary : $21 - $28