Full-Time
Administrative Assistant
Posted on 8/21/2026
Deadline 8/21/27
Vanir
Compensation Overview
$55k - $70k/yr
Phoenix, AZ, USA
In Person
Bachelor's, Associate's
Category
 Administrative & Executive Assistance (1) |
|---|
Required Skills
RDBMS
Requirements
- A bachelor's degree with emphasis in business administration or a technical degree in a related construction discipline or equivalent technical area of study, plus 2 or more years of experience preferably in business administration, construction, engineering, or architecture-related work, or combined internships.
- An associate's degree in a business discipline such as business administration, accounting or finance, or management, or in a construction discipline, plus 4 or more years of experience preferably in project coordination and support on construction, engineering, or equivalent technical projects.
- For non-degree holders, 6 or more years of experience preferably in construction, engineering, architecture, or similar technical projects involving coordination, project support, and planning; the incumbent should be planning to advance their education.
- Knowledge and application of administrative support for corporate and construction office procedures, administrative support applications, and administrative practices.
- Understanding and capability for effective personnel interactions in professional settings.
- Ability to communicate effectively in person or via correspondence, with capable use of English grammar, proofreading, editing, and spelling.
- Complete understanding of company policies and procedures.
- Advanced computer skills and familiarity with Microsoft Office Suite products.
- Ability to represent Vanir and related entities professionally while ensuring compliance with company policies, procedures, laws, and regulations.
Responsibilities
- Organize file systems and provide related data support for document management systems and filing-system integrity and retrieval.
- Type and word-process correspondence, meeting minutes, proposals, and other materials from rough drafts or corrected copies.
- Type, assemble, and distribute monthly reports, proposals, and similar documents, and maintain regular reports and metrics as directed.
- Sort and process incoming and outgoing mail and correspondence, including FedEx, UPS, and GSO, as well as interoffice communications.
- Ensure the correctness of mailroom procedures, supplies, and labeling; order postage, supplies, and tracking needed to operate mail functions smoothly.
- Assist staff with copying and distributing project-related materials such as submittals, shop drawings, requests for information, and other project or corporate documents.
- Maintain required logs and update them as needed.
- Maintain mailing lists, lead tracking, specialized data, and database systems, and coordinate periodic updates.
- Perform reception duties, greet office visitors, receive and direct clients and guests, and operate the telephone paging system.
- Receive and direct calls in a timely and professional manner, using voicemail and email for messaging as appropriate.
- Maintain awareness of employee and visitor locations at all times.
- Complete forms for corporate procedures, including requests, distribution lists, logs, meeting-room coordination, employee schedules, visitor records, and parking validation.
- Provide primary administrative support for setting up, classifying, and maintaining office and corporate files.
- Locate materials, record classifications, and compile and post required information according to company requirements or direction.
- Maintain periodicals, library materials, and technical resource information according to company or project requirements.
Desired Qualifications
- Project documentation software experience.
- Experience with artificial-intelligence note-taking tools.