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<h3>Job Description</h3>
Universal Field Services is hiring an Administrative Assistant for our office in Bakersfield, California! This position will be full-time in-office, Monday through Friday!
 
We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. This individual will play a vital role in ensuring the smooth operation of our office by supporting daily administrative tasks, managing communication channels, and maintaining efficient office systems. The ideal candidate is professional, resourceful, and thrives team-oriented environment.
 
Key Responsibilities:
<ul>
<li>Serve as the first point of contact by greeting visitors and callers, addressing inquiries, and directing individuals to the appropriate team members.</li>
<li>Operate office equipment such as fax machines, copiers, phone systems, and utilize computers for spreadsheets, word processing, database entry, and other administrative applications.</li>
<li>Set up and maintain both paper and electronic filing systems for records, correspondence, and other materials.</li>
<li>Record, type, and distribute meeting notes, internal communications, and reports.</li>
<li>Prepare and manage outgoing correspondence, including emails, faxes, and courier packages.</li>
<li>Order and maintain office supplies and coordinate equipment maintenance as needed.</li>
<li>Collaborate effectively with team members and departments to support office operations.</li>
<li>Report directly to the Project Manager, Assistant Project Manager, or Supervisor depending on project needs.</li>
</ul>
 
What We’re Looking For:
<ul>
<li>Excellent communication and interpersonal skills.</li>
<li>Strong organizational abilities and attention to detail.</li>
<li>Proficient in Microsoft Office Suite and general office equipment.</li>
<li>A flexible and cooperative mindset with a team-first attitude.</li>
<li>Previous administrative experience preferred.</li>
</ul>

Administrative Assistant

<h3>Job Description</h3>
We’re Hiring: Administrative Assistant
 
 Location: Miami, FL 33146
Employment Type: Full-time, on-site
Starting Salary: $20/hour + (DOE)
Start Date: ASAP
 
VIP Executive Search is representing a growing and dynamic construction company specializing in high-end commercial and residential projects. We are seeking an organized, proactive, and bilingual Administrative Assistant with QuickBooks experience to join their team. This is an excellent opportunity for someone with entry to mid-level experience looking to grow their career in a fast-paced, professional environment.
 
What You’ll Do
<ul>
<li>Provide day-to-day administrative support to the office and project management teams.</li>
<li>Answer phones, greet visitors, and handle incoming/outgoing correspondence.</li>
<li>Prepare and maintain project files, contracts, change orders, and other documentation.</li>
<li>Assist with scheduling meetings, coordinating calendars, and booking travel arrangements as needed.</li>
<li>Track and order office supplies; maintain organized office spaces.</li>
<li>Support the accounting team by processing invoices, expense reports, and purchase orders using QuickBooks.</li>
<li>Assist with bid preparation, subcontractor communication, and document collection.</li>
<li>Perform other general office duties as assigned to ensure smooth operations.</li>
</ul>
 
 
What You’ll Bring
<ul>
<li>High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred</li>
<li>1–3 years of administrative experience, ideally in construction, real estate, or a related field</li>
<li>At least 2 years of QuickBooks experience</li>
<li>Bilingual – English and Spanish</li>
<li>Strong organizational and time management skills; ability to prioritize tasks effectively</li>
<li>Excellent verbal and written communication skills</li>
<li>Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and comfort learning new software</li>
<li>Attention to detail and a proactive, can-do attitude</li>
<li>Ability to work independently and as part of a collaborative team</li>
</ul>
 
 
Why Join?
<ul>
<li>Be part of a growing, reputable construction company with a commitment to excellence</li>
<li>Gain exposure to high-profile projects and the opportunity to learn the industry</li>
<li>Work in a supportive, professional, and team-oriented environment</li>
</ul>
 
 
Apply Today
 
&amp;#x1F4E9; Apply now to join a dynamic team that values creativity, community, and growth!
 
We are an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status, or any other characteristic protected by law.
 
#HiringNow #AdministrativeAssistant #QuickBooks #Bilingual #EnglishSpanish #ConstructionCareers #MiamiJobs #VIPExecutiveSearch #WeAreVIP #ApplyToday #CareerGrowth #JoinOurTeam

<h3>Job Description</h3>
RESPONSIBILITIES:
· Oversee and manage a variety of programs, including but not limited to AMPP prerequisite forms, ethics applications, and the verification processing of new applications and renewals as needed
· Assist with managing the Certification inbox, including email groups for Ethics Questions, Certification Review, Certification Renewal and Certification Support
· Prepare, scan and archive documents as required by retention policies, including but not limited to, assurance of a complete and quality image for documents scanned, confirmation of proper storage to archive/network server using prescribed location and naming conventions, and organize, package and coordinate shipment of documents to the warehouse for physical storage, and maintain a manifest of documents sent for storage, on an as needed basis
· Assist with processing of non-CBT examinations and distribution of grade notification to candidate
· Input information quickly and accurately from a variety of sources into computer systems
· Regularly monitor and update tracking reports related to verification processes and ensure accuracy and timeliness in updating reports for peer reviewers.

<h3>Job Description</h3>
Position Summary
The Administrative Assistant serves as the first point of contact for guests, vendors, and incoming calls, ensuring a welcoming, organized, and efficient office environment. This role involves greeting visitors, managing phone inquiries, and providing a wide range of administrative support to ensure smooth daily operations. In addition, the Administrative Assistant is responsible for overseeing general office and building maintenance, including coordinating with vendors, tracking supply inventory, and reporting or addressing facility issues as they arise. The ideal candidate will possess strong communication skills, a positive, professional demeanor, and the ability to multitask and adapt in a dynamic, fast-paced environment. 
 
Responsibilities
<ul>
<li>Greet and welcome visitors with a professional and friendly approach</li>
<li>Answer and direct phone calls, address inquiries, and provide information to staff and customers</li>
<li>Manage incoming and outgoing mail, packages, and deliveries, including processing invoices</li>
<li>Prepare and fulfill fabric sample requests based on customer orders, ensuring accuracy in samples and quantities</li>
<li>Maintain office supply inventory, placing orders when necessary to ensure stock levels are sufficient</li>
<li>Oversee office equipment, ensuring it is in working order and coordinating repairs when needed</li>
<li>Monitor building and facility needs, including lighting, plumbing, HVAC, and cleanliness; coordinate repairs or maintenance as needed</li>
<li>Keep the office clean, organized and properly maintained</li>
<li>Manage vendor relationships, including contracts and service agreements</li>
<li>Handle miscellaneous projects as required</li>
</ul>
 
Requirements
<ul>
<li>Positive, friendly, and enthusiastic attitude </li>
<li>Must have a minimum of 2 years’ demonstrated experience in an administrative or office management role</li>
<li>Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)</li>
<li>Strong verbal and written communication skills</li>
<li>Excellent organizational skills with the ability to prioritize and multitask effectively</li>
<li>A proactive, customer service-oriented mindset </li>
<li>Willingness to take on additional tasks and responsibilities</li>
</ul>

<h3>Job Description</h3>
Our client, a fully integrated real estate investment trust (REIT) and an S&amp;P 500 company that specializes in owning, operating, and developing high-quality real estate focused on healthcare discovery and delivery, is seeking a Real Estate Administrator for a 3 month temporary assignment onsite in Englewood. 
 
POSITION RESPONSIBILITIES
The Real Estate Administrator is responsible to assist in directing and coordinating activities of on-site and offsite Life Science/Lab/office. This person will assist in effectively implementing procedures, cost controls and policies; maintain good tenant and vendor relations; assist property management team in maintaining invoice records and contacting vendors/setting up accounts, as well as other duties as they may be assigned. Responsibilities include but are not limited to:
<ul>
<li>Answer management phones and assist with tenant needs</li>
<li>Respond to inquiries by providing routine information and/or taking and delivering messages</li>
<li>Prepare and distribute correspondence</li>
<li>Process incoming and outgoing mail</li>
<li>Assist with meeting, event and other scheduling and coordination</li>
<li>Assist as requested with coordinating special events such as holiday events/parties, welcome lunches, book fairs, blood drives, food drives and other tenant and community events</li>
<li>Assist with publication and distribution of tenant newsletter, maintenance of property website</li>
<li>Maintain inventory of office supplies and property staff directory</li>
<li>Maintain accurate and up to date tenant, team and vendor contact lists</li>
<li>Maintain compliant certificates of insurance for tenants and vendors</li>
<li>Manage Tenant Work Order system, ensuring timely completion in accordance with SOPs</li>
<li>Coordinate tenant survey process, including annual action plan implementation</li>
<li>Assist team with vendor coordination as requested or assigned</li>
<li>Assist with preparing and administering service agreements</li>
<li>Establish and maintain good record keeping and filing systems for tenant, vendor and property files</li>
<li>Responsible for accounts payable, accounts receivable and reporting at the property level</li>
<li>Process vendor invoices in a timely fashion, ensuring compliance with contracts and proper coding</li>
<li>Track invoices to ensure vendors are submitting timely</li>
<li> Prepare and distribute Tenant billings</li>
<li>Provide management team with aged delinquency reports, follow up with tenants as needed and send delinquency letters as requested</li>
<li>Assist with budget preparation as requested</li>
</ul>
 
POSITION REQUIREMENTS
<ul>
<li>High school diploma required, associate or bachelor’s degree preferred</li>
<li>Experience with MRI and Yardi software / property management preferred but not required</li>
<li>Previous experience in real estate accounting and familiarity with monthly accounting cycle, including an understanding of A/P, A/R, and commercial leases</li>
<li>Possess professional demeanor and excellent interpersonal and customer service skills</li>
<li>Have access to reliable transportation</li>
<li>Computer literate and proficient in MS Word, Excel, PowerPoint, Outlook</li>
<li>Excellent communication skills, both verbal and written</li>
<li>Ability to work independently</li>
<li>Able to prioritize tasks and projects and thrive in a fast-paced environment</li>
<li>On-site attendance is an essential function of the job and is required in-office at company office or at properties five (5) days per week</li>
</ul>

<h3>Job Description</h3>
Skill: Administrative Assistant / Executive Assistant
<ul>
<li>3+ years’ experience as an Administrative Assistant or comparable level of experience and demonstrated ability in either current or prior positions to interact with business executives.</li>
<li>Ability to work independently, multi-task, manage time wisely, handle confidential and sensitive material with highest degree of integrity, a self-starter.</li>
<li>Strong executive presence; superior interpersonal communications skills.</li>
<li>Communicates with executives and front line management to gather or convey relevant information.</li>
<li>Must use considerable tact, diplomacy and judgment.</li>
<li>Interacts with people from a variety of departments and business coverage areas across the Enterprise.</li>
<li>Proficiency/knowledge of Microsoft Outlook, Word, Excel, PowerPoint. Excellent attention to detail and organizational skills.</li>
<li>Pro-active attitude with ability to stay focused and maximize time efficiently.</li>
<li>Event coordination experience (e.g., associate meetings /recognition events, etc.) Schedules, manages, prepares agenda and presentations/materials for team meetings.</li>
<li>Experience managing executive calendars and booking travel for team/executives.</li>
<li>Teamwork - must foster collaboration and trust among team members and business partners </li>
</ul>
Responsibilities:
<ul>
<li>Executes calendar management, expense reporting, and travel arrangements.</li>
<li>Performs diverse, advanced and confidential administrative support including composing, signing and releasing routine and sometimes complex correspondence.</li>
<li>Relieves management of administrative details; gathers, compiles and reports information relevant to/for the executive.</li>
<li>Manages different and conflicting objectives, projects or activities at once.</li>
<li>Coordinates schedules proactively, effectively resolving conflicts that arise in a professional manner.</li>
<li>Has the responsibility of assisting with the planning for EDLT employee engagement and volunteer events.</li>
<li>Supports occasional requests from the broader team – supplies, floor access, onboarding support, etc.</li>
<li>Communicates with executives and line management to gather or convey relevant information. May be exposed to sensitive information and must use considerable tact, diplomacy and judgment.</li>
</ul>

<h3>Job Description</h3>
Every moment of every day, people all over the world rely on the infrastructure work provided by Quanta Services and Quanta Government Solutions. With its highly skilled and innovative workforce, Quanta is the largest specialty contractor in North America that powers modern life. Find your future with us by being a part of something bigger – leading the energy transition in building a better world for generations to come. 
 
Imagine what you could do here. We encourage and inspire our people to embrace opportunities within our corporate office and 200 operating companies providing solutions for the utility, renewable energy, electric power, industrial, communications and government industries worldwide. 
 
Quanta’s culture is about creating an environment where all employees can be themselves, are valued, and have an equal opportunity to succeed. When you join our team, you join a dynamic culture in which career development is encouraged, excellence is rewarded, and diversity is valued. 
 
COMPANY: Quanta Government Solutions 
JOB TITLE: Administrative Assistant
DEPARTMENT: Executive
LOCATION: Houston, TX
REPORTS TO: President
CLASSIFICATION: Non-Exempt
EMPLOYMENT TYPE: Full-Time
 
POSITION OVERVIEW:
We are looking for a dependable and detail-oriented Administrative Assistant to support our President and the Houston office Space. This in-person, entry-level position is ideal for someone who is organized, proactive, and willing to pitch in wherever needed to keep the office running smoothly.
 
What You’ll Do: 
<ul>
<li>Greet and assist office visitors, clients, vendors, and subcontractors professionally</li>
<li>Answer and direct incoming phone calls and emails using Microsoft Outlook</li>
<li>Schedule and confirm meetings, maintain calendars, and assist with meeting preparation</li>
<li>Schedule and assist with travel arrangements and coordination</li>
<li>Handle general clerical duties such as filing, copying, scanning, and data entry</li>
<li>Maintain cleanliness and organization of common areas, including refilling coffee, water stations, and restocking kitchen supplies</li>
<li>Monitor and order office supplies and breakroom items</li>
<li>Assist team members with administrative tasks as needed</li>
<li>Support onboarding of new hires by preparing desk materials and coordinating access to systems</li>
<li>Run occasional local errands as needed (must have reliable transportation)</li>
</ul>
 
What You’ll Bring: 
Required Education and Experience 
<ul>
<li>High school diploma or equivalent required</li>
<li>0–3 years of administrative or office support experience</li>
<li>Proficient in Microsoft Office Suite, especially Outlook, Word, and Excel</li>
<li>Strong attention to detail and organizational skills</li>
<li>Friendly, professional demeanor with strong communication skills</li>
<li>Ability to take initiative and manage multiple tasks in a fast-paced office</li>
<li>Must be comfortable performing physical tasks such as lifting office supplies or beverage cases when necessary</li>
</ul>
 
Preferred Education and Experience 
<ul>
<li>Associate’s or bachelor’s degree a plus</li>
</ul>
SUPERVISORY RESPONSIBILITIES:
<ul>
<li>0</li>
</ul>
 
TRAVEL REQUIREMENTS:
Travels: Yes 
Percent of time: 10%
Overnight required: Yes 
 
PHYSICAL DEMANDS: 
If one-third of the time – “seldom” or “occasionally” If one-third to two-thirds of the time or more occasionally to frequently” If more than two-thirds of the time – “constantly”] 
<ul>
<li>Stationary Position - Frequently</li>
<li>Pushing/Pulling/Reaching - Seldom</li>
<li>Climb - Seldom</li>
<li>Kneel - Frequently</li>
<li>Grab - Seldom</li>
<li>Bend - Frequently</li>
<li>Lift/carry over - 31- 50 LBS</li>
<li>Vision - 20/20 Corrected Vision</li>
<li>Hearing - Receive detailed information if spoken to</li>
</ul>
 
WORKING CONDITIONS:
<ul>
<li>Wet or Humid - Seldom</li>
<li>Working near or on moving mechanical parts - Seldom</li>
<li>Working near or on heavy machinery -N/A </li>
<li>Working in high places - N/A</li>
<li>Exposed to fumes or airborne particles - N/A </li>
<li>Exposed to toxic or caustic chemicals - N/A</li>
<li>Frequency of working in outdoor weather conditions - Seldom </li>
<li>Work with Electricity - N/A</li>
<li>Work with explosives - N/A</li>
<li>Work on or near a source of radiation - N/A</li>
<li>Loud noise conditions (above 87dB) - N/A</li>
</ul>
 
Note: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, working conditions, physical demands, and activities my change or new ones may be assigned at any time with or without notice. 
 
ALL QUALIFIED APPLICANTS WILL RECEIVE CONSIDERATION FOR EMPLOYMENT AND WILL NOT BE DISCRIMINATED AGAINST ON THE BASIS OF RACE, COLOR, RELIGION, NATIONAL ORIGIN OR ANCESTRY, SEX (INCLUDING GENDER, PREGNANCY, SEXUAL ORIENTATION, AND/OR GENDER IDENTITY), AGE, DISABILITY, GENETIC INFORMATION, VETERAN STATUS, AND/OR ANY OTHER BASIS PROTECTED BY APPLICABLE FEDERAL, STATE OR LOCAL LAW.

 WE ARE AN EQUAL OPPORTUNITY EMPLOYER, INCLUDING DISABILITY AND PROTECTED VETERAN STATUS.

 WE PROHIBIT ALL TYPES OF DISCRIMINATION AND ARE COMMITTED TO PROVIDING ACCESS AND EQUAL OPPORTUNITY FOR INDIVIDUALS WITH DISABILITIES. FOR ADDITIONAL INFORMATION OR IF REASONABLE ACCOMMODATION IS NEEDED TO PARTICIPATE IN THE JOB APPLICATION, INTERVIEW, OR HIRING PROCESSES OR TO PERFORM THE ESSENTIAL FUNCTIONS OF A POSITION, PLEASE CONTACT Oscar Rodriguez at <a href="mailto:orodriguez@quantags.com" target="_blank">orodriguez@quantags.com</a>
 
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

<h3>Job Description</h3>
Job Overview:
As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.
 
Your Responsibilities:
<ul>
<li>Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.</li>
<li>Ensures that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.</li>
<li>Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager’s review and approval.</li>
<li>Maintains, updates, and coordinates resident information in computer database at a minimum monthly. Generates and provides this information to the Property Manager, Board of Directors, and valet desk.</li>
<li>Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.</li>
<li>Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.</li>
<li>Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices for P.M. to code and approve.</li>
<li>Sets up meetings for Board Approval process.</li>
<li>Keeps packages updated with new memos and policies as required.</li>
<li>Prepares any resident information packages that require Board approval, (i., e., Architectural Modification).</li>
<li>Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.</li>
<li>Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures. Maintains log for sales and cash purchases as needed.</li>
<li>Follows safety procedures and maintains a safe work environment.</li>
<li>Other duties as required.</li>
</ul>
 
 
Skills &amp; Qualifications:
<ul>
<li>Associates degree with concentration in business preferred, or equivalent combination of education and experience.</li>
<li>Three (3) to Five (5) plus years of related work experience.</li>
<li>Computer literacy: Intermediate proficiency in Microsoft Windows software.</li>
<li>Must possess strong administrative background.</li>
<li>Strong working knowledge of customer service principles and practices.</li>
<li>Excellent interpersonal, office management and communications skills.</li>
<li>Self-starter with excellent communication, interpersonal and customer service and telephone skills.</li>
</ul>
 
Physical Requirements:
<ul>
<li>Physical demands include the ability to lift up to 50 lbs.</li>
<li>Standing, sitting, walking and occasional climbing.</li>
<li>Required to work at a personal computer for extended periods of time.</li>
<li>Talking on the phone for extended periods of time.</li>
<li>Ability to detect auditory and/or visual emergency alarms.</li>
<li>Ability to work extended/flexible hours, weekend, and attend Board meetings as required.</li>
<li>Driving when necessary.</li>
</ul>
 
 
Additional Information
<ul>
<li>Schedule: Monday-Friday 8:00am – 4:30pm</li>
</ul>
 
What We Offer:
As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.
 
Compensation: $19 -$23 per hour
 
Disclaimer:
The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

<h3>Job Description</h3>
HPA Design Group is Humphreys &amp; Partners Architects LP’s national, award-winning interior design firm, with the talent and experience to create designs that sell. Successful property owners, leasing companies, and developers trust HPA Design Group to deliver exciting interiors for apartment models, clubhouses, sales centers, student housing, senior living, and more in markets across the country. Our company has cultivated an environment that drives innovative thinking and instills fervor in our team to succeed - yielding the high profile, award-winning projects that HPA Design Group is known for nationwide.
 
We are currently seeking an Administrative Assistant for our Dallas, TX office. This is not a remote work position.
 
Responsibilities: 
<ul>
<li>Serve as the receptionist, greeting all visitors in accordance with company protocols, maintaining staff and visitor logs, and answering/directing incoming calls</li>
<li>Handle incoming and outgoing mail/shipments/deliveries</li>
<li>Set up new vendor accounts along with updating vendor W-9 information</li>
<li>Schedule vendor presentations for Dallas, Orange County, and Orlando offices</li>
<li>Schedule conference rooms and order lunch for company meetings</li>
<li>Organize, clean, and update materials library</li>
<li>Assist Procurement Team when needed</li>
<li>Order office supplies</li>
<li>Maintain company calendar and directory</li>
<li>Book travel for designer including cancelling and modifying reservations</li>
<li>Event planning and coordination</li>
<li>Maintain professional attitude and handle sensitive information in a confidential manner</li>
<li>Contribute to team effort by accomplishing related results as needed</li>
<li>Accept other responsibilities as needed to meet company objectives and goals</li>
</ul>
 
 
 More about you:
<ul>
<li>High school diploma or equivalent</li>
<li>Minimum of 3 years of experience in a receptionist or administrative support role</li>
<li>Must be able to work 5 days a week, Monday through Friday in office, M-TH 8:00am to 5:30pm and F 8:00am-2:00pm</li>
<li>Proficient in MS Office: Outlook, Word, Excel and PowerPoint</li>
<li>Excellent telephone skills with experience of multi-line systems</li>
<li>Ability to effectively organize and manage workload and priorities in a fast-paced environment</li>
<li>Attention to detail and problem-solving skills</li>
<li>Excellent organizational skills</li>
<li>Professional personal presentation</li>
<li>Excellent verbal communications skills</li>
</ul>
 
Why apply?
<ul>
<li>You are passionate about multifamily interior design and architecture</li>
<li>You want to be challenged in new and exciting ways that help you grow professionally</li>
<li>Salary and bonus commensurate with experience and your contribution to the company’s success</li>
<li>401k and comprehensive medical, dental, and vision policies</li>
<li>Birthday day off</li>
<li>Give back to the community with HPAD Cares, and be involved with our wide variety of philanthropic partners</li>
<li>And much more…</li>
</ul>
 
Additional Details
Location: Dallas (this position reports to the office five (5) days/week).
Status: Full time
FLSA: Non-exempt, this position is hourly and is eligible for overtime.
Physical: This position regularly requires telephone handling and moving about the facility.
Sponsorship: Not available for this position.
 
We hire great people from a wide variety of backgrounds because we know a diverse and inclusive workplace makes our company stronger. We are an equal opportunity employer and welcome people of all backgrounds, experiences, abilities, and perspectives to join us in creating great architecture.

<h3>Job Description</h3>
Position Summary: We are seeking a highly organized and detail-oriented Administrative Assistant with a strong background in administrative support and accounts payable. This role is critical in ensuring the timely and accurate processing of vendor invoices, managing purchase order (PO) requests, and supporting overall office operations. The ideal candidate is an effective communicator, proficient in Microsoft Office (especially Excel), and excels at follow-up, organization, and multi-tasking in a fast-paced environment. Key Responsibilities: 1. Accounts Payable Coordination 
<ul>
<li> Receive and review all vendor invoices related to five properties located in Connecticut.</li>
<li> Accurately verify invoice information including:</li>
<li> Correct billing amount</li>
<li> Proper "Bill-To" designation</li>
<li> Correct property entity (e.g., not billed to Olymbec, but the specific entity name)</li>
<li> Valid and correct PO number</li>
<li> Appropriate supporting documentation confirming items/services were ordered and received</li>
<li> Track and organize all invoices in process, ensuring nothing falls through the cracks.</li>
<li> Proactively follow up with vendors to request corrections for inaccurate invoices.</li>
<li> Maintain a clear and consistent system for managing AP workflow and status updates. 2. Purchase Order (PO) Management 
<ul>
<li> Create and enter PO requests in internal systems.</li>
<li> Collect and verify proper backup documentation from vendors prior to submission.</li>
<li> Coordinate with internal stakeholders to ensure POs align with budget and authorization protocols. </li>
</ul>
3. Administrative Support 
<ul>
<li> Answer phones and route calls professionally.</li>
<li> Maintain accurate and up-to-date tenant contact lists.</li>
<li> Draft and manage communications with tenants, vendors, and internal teams.</li>
<li> Support various office functions and projects as needed. </li>
</ul>
4. Microsoft Office &amp; Excel Proficiency 
<ul>
<li> Create clean and functional Excel spreadsheets, using basic formulas and formatting for reporting and tracking.</li>
<li> Assist in developing easy-to-use forms and templates for internal use. </li>
</ul>
Must-Have Qualifications: 
<ul>
<li> Strong administrative background (minimum 2-3 years preferred)</li>
<li> Experience with Accounts Payable processes and vendor communications</li>
<li> Excellent Microsoft Office skills, especially Excel (forms, formatting, basic formulas)</li>
<li> High attention to detail, time management, and organizational skills</li>
<li> Exceptional written and verbal communication skills-email etiquette is a must</li>
<li> Client service mindset with a proactive approach to problem-solving</li>
<li> Ability to manage multiple tasks and maintain accuracy in a deadline-driven environment </li>
</ul>
 Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan.</li>
</ul>

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