Contract Administrative Coordinator at Volkert, Inc.

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 + EngineeringPlanning + Environmental, and Program + Construction Management

We are currently searching for an experienced Administrative Assistant to support our Program Management division. This position is in our Austin office

As the Administrative Assistant, you will be supporting the Austin office as well as multiple offices within the many Volkert regions. Responsibilities run the gamut from invoicing clients, on-boarding new hires, managing office supplies, to contract management. We are seeking a proactive individual that wants to roll-up their sleeves and support the team where needed.

What you'll be doing:

Contract Specialist:

1. Assist project managers with document preparation for pending contracts and clients.
2. Monitor new contract set up and ensure execution in a timely manner.
3. Complete project set up and entry into system.
4. Meet monthly deadlines submitting marketing credit (sales).
5. This role is part of an administrative / billing team that supports Program Management. We are looking for a team player that will take ownership of the administration of the region's contracts and also have flexibility to step in and wear various hats as needed.

Administrative Support

1. Maintaining office supplies
2. Order supplies as needed (coordinate ordering and delivering supplies needed to remote employees)
3. Prepares and types correspondence, memos, reports and supporting documents; files; Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
4. Provides support by scanning, filing, copying, and data entry.
5. Compiles and submits expense reports.

Billing/Invoicing

1. Assist with developing all invoice statements and distribute to respective clients.
2. Collect all other direct cost receipts assigned to projects or overhead from Deltek on a daily and monthly basis and ensure they are accounted for in monthly invoice statements and/or the company's overhead.
3. Track outstanding balances of the various project phases monthly based on client contracts and respective task orders assigned and executed.

Accounts receivables/Accounts payable

1. Assist with Accounts Receivable being tracked monthly and proper contact of the respective clients will be made to ensure prompt payment of invoices.

Project Creation/Management

1. Assist in assigning respective company project numbers to these new projects/task orders.
2. Assist in obtain proper insurance certificates from the company's corporate office and have them sent to respective clients whose contracts have been executed.
3. Assist in taking the necessary steps to close out a project to include writing letters to close the project with other executed contract party, stopping insurance on the project, taking the project files out of the active filing system for permanent storage.

Human Resources

1. Familiarize yourself with our company benefits
2. Coordinates and facilitates on-boarding and orientation of new hires

What you need to have:

• High School education or equivalent with a minimum of 3 to 5 years of administrative support experience.
• Professional office etiquette and strong customer service for our internal and external customers.
• Accounting knowledge preferred.
• Previous experience in Vantage Point is preferred.
• Proficient with MS Office suites including intermediate to advanced skills in MS Excel, MS Word, and MS Projects.
• Desire to work in financials, which include accounts payable and receivables.
• Characteristics of a successful Volkert team member:
  1. Be a brand ambassador for the company who engages in diversity and inclusion,
  2. Be self-motivated to meet individual goals and maintain accountability in a team environment
  3. Exercise initiative and independent judgement in the solution of work problems
  4. Be able to communicate effectively- verbal and written
  5. Be able to multi-task in a team environment

Volkert Perks:

• Competitive compensation
• Flexibility and a positive work/life balance
• Challenging and innovative projects
• Employee referral program
• Professional development
• Employee Stock Ownership Plan (ESOP)
• 401(k) retirement savings plan + employer matching
• Paid Time Off (PTO) and holidays
• Medical, Dental, & Vision
• Employer-Paid Life/AD&D insurance
• Employer-Paid short-term disability and long-term disability
• Wellness incentives
• Additional voluntary benefits

The words from Chairman of the Board and CEO, Thomas A. Hand, PE, capture best how you can make an impact while working for Volkert.

"For nearly a century, Volkert has done meaningful work that improves our infrastructure and quality of life. 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 CEO

Volkert does not accept unsolicited resumes from headhunters, recruitment agencies or fee-based recruitment services.