Senior Administrative Assistant

ABOUT THE POSITION

VHB’s Orlando, Florida office has an immediate opening for an enthusiastic, highly organized, detail-oriented employee to join our administrative services team.

The Senior Administrative Assistant position provides support to our office with a wide range of tasks from day to day.  The ideal candidate should possess a “can-do” attitude, excellent verbal and written communication skills, and an ability to work independently as well as with a team in a dynamic, fast paced deadline-oriented consulting firm. Candidate should be proactive with an ability to prioritize tasks and anticipate needs. Position includes opportunities for personal and professional development and growth in joining VHB’s fastest growing office on the east coast.

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.

Qualifications

• 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
• Valid driver’s license 

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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