Job Description
Job Description
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 Mid-West Region Natural Gas Group located in Lexington, KY. Starting pay for this position is $21.00 / hour.
As the Administrative Assistant, you will be supporting the Natural Gas Group (NGG), specifically a small team in Lexington with growth plans. Responsibilities run the gamut. As a team member you would be involved in tasks from assisting with office operations, on-boarding 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 :
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.Fleet vehicle coordination; ensures company vehicles have up-to-date registrations, schedule company vehicle maintenance and submittal of mileage reports.Company Safety coordination; work as Safety representative for the NGG.Maintain NGG calendar; project milestones, company events, local office events, personnel vacations.Assumes other duties as directed by immediate supervisor.Billing / Invoicing SupportProvide 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 SupportSubmittal of any Lexington office invoices for services such as water and coffee.
Staff SupportAssist 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.Marketing SupportAssist with proposal preparation, typing, updating versions and proofreading.
Work closely with NGG to order and maintain marketing merchandise.Project SupportMaintain 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.Attend project meetings as needed to record minutes for distribution.Human Resources SupportFamiliarize 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 degreeProfessional office etiquette and strong customer service for our internal and external customersProficient 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.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 environmentExercise initiative and independent judgement in the solution of work problemsBe able to communicate effectively- verbal and writtenBe able to multi-task in a team environmentVolkert Perks :
Competitive compensationFlexibility and a positive work / life balanceChallenging and innovative projectsEmployee referral programProfessional developmentEmployee Stock Ownership Plan (ESOP)401(k) retirement savings plan employer matchingPaid Time Off (PTO) and holidaysMedical, Dental, & VisionEmployer-Paid Life / AD&D insuranceEmployer-Paid short-term disability and long-term disabilityWellness incentivesAdditional voluntary benefitsThe 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
Volkert does not accept unsolicited resumes from headhunters, recruitment agencies or fee-based recruitment services.
LI-HF1 Kentucky
Salary : $21
