{"id":3550746,"url":"https://alion.io/job/vanir-administrative-assistant-2","title":"Administrative Assistant","company":{"id":2179784,"name":"Vanir","domain":"vanir.com","url":"https://alion.io/company/vanir-com","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"iCIMS","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Leavenworth, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":60000,"max":65000,"currency":"USD","period":"year","gross":null,"usd_annual":65000},"salary_estimate":null,"experience_years_min":6,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false}],"status":"live","first_seen_at":"2026-10-30T22:34:19Z","employer_posted_date":"2026-10-30","last_verified_at":"2026-11-02T00:49:25Z","board_verified":true,"closed_at":null,"days_open":2,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":2},"description":"About Vanir\nVanir is a proud minority- and woman-owned company, recognized as a national leader in program, project and construction management (PMCM) and real estate development. Since 1964, we have consistently exceeded client expectations. Ranked as a top PMCM firm by Engineering News-Record (ENR) for more than three decades, our award-winning team provides a full range of services to public and private sector clients in the aviation; healthcare; education (K-12 and higher); justice and essential services; science and technology; state and local government; transportation; water and wastewater; energy; and commercial, residential and nonprofit markets.\nJob Description\nThe Administrative Assistant provides administrative, secretarial support in the areas of reports, clerical tasks, documentation, and office operation functions. Will provide administrative secretarial support in Corporate, Regional/Area, and project offices as assigned. Responsible for regular support to assigned tasks of an administration nature that ensure adherence to all pertinent objectives outlined for the support to the entity assigned and/or company. Functions as the administrative support for such procedures as correspondence, meeting minutes, proposals, and other document management.\nEssential Duties & Responsibilities:\nCoordinate meetings between internal teams, contractors, vendors, and other project stakeholders, including scheduling and meeting logistics.\n\nCoordinate with various vendors and contractors to schedule and facilitate warranty-related work at the facility.\n\nTrack vendor communications, scheduled warranty work, outstanding items, and follow-up activities to support timely completion of project requirements.\n\nAssist with document control, including organizing, maintaining, tracking, and retrieving construction project documents, warranty records, guarantees, and related correspondence.\n\nProvides application of typing and word processing for correspondence, meeting minutes, proposals, and other material from rough draft of corrected copy. Types, assembles, and distributes monthly reports, proposals, and similar documents. Maintains regular reports and metrics as required by direction.\nProvides administration of mail procedures that include sorting and processing incoming and outgoing mail and correspondence (FedEx/UPS/GSO) and interoffice communications. Ensures correctness of mail room procedures, supplies, and labeling. Orders via company entities postage, supplies, and necessary tracking to ensure mail operations run smoothly.\nAssists staff with copying and distribution of project related materials such as submittals, shop drawings, RFIs and other project corporate documents. Maintains the required logs and updates than as needed.\nMaintains mailing lists, lead tracking, specialized data, and database systems and coordinates for periodic updates.\nPerform reception duties as required. Acts as greeter to office, receiving and directing clients and guests. Operates the telephone paging system, receives and directs calls in a timely and professional manner. Will use voicemail and email in messaging as appropriate. Maintains awareness of where employees are as well as of visitors at all times.\nAssists in maintaining all necessary record-keeping activities. Completes forms for corporate procedures such as requests, distribution lists, logs, meeting room coordination, schedules of employees, and visitors to the facility and parking validation. \nPrimary administrative support to the setup, classification, and maintenance of office and corporate files. Locates materials as necessary, records classifications, compilation and posting of necessary information in accordance to company requirements or direction. Assists in maintaining the correct resources of periodicals, library, and technical resource information according to company or project requirements.\nMinimum Qualifications:\nBachelor's Degree with emphasis in business administration or technical degree in related construction disciple or equivalent technical area of study. 2+ years of experience preferably in business administration or construction, engineering or architectural related position or combined internships.\nOr, Associate's Degree with a preference in business disciplines such as business administration, accounting/finance or management or construction disciple. 4+ years of experience preferably in project coordination and support on construction, engineering, or equivalent technical projects.\nOr, non-degree holders must possess 6+ years of experience preferably in a construction, engineering, architecture, or similar technical projects related to providing coordination, project support, and planning. Incumbent should be planning to advance their education.\nMust possess knowledge and application of providing administrative support to corporate and construction office procedures, administrative support applications and practices.\nUnderstanding and capability for effective personnel interactions in professional settings.\nMust have the ability to provide interpersonal and communications skills to effectively communicate in person or via correspondence. Capable use of English grammar, proofreading/editing and spelling is required.\nMust have a complete understanding of company policies and procedures.\nAdvanced computer skills and familiarity with Microsoft Office Suite products. Project documentation software experience is preferred.\nAbility to coordinate schedules, communicate with multiple teams, and follow up on outstanding items.\n\nAbility to work on-site in Leavenworth, Kansas, Monday through Friday.\n\nAbility to represent Vanir and related entities in a professional manner at all times to ensure company policies and procedures as well as compliance to all applicable laws and regulations.\nBenefits\nVanir offers a comprehensive, competitive benefits package that includes 401(k) Savings with employer matching contributions, medical, dental, vision, health savings account (HSA) with employer contributions, life, AD&D and disability benefits, flexible spending account (FSA), voluntary benefits, Teladoc, pet insurance, paid time off, national employee assistance program (EAP) and employee referral program.\nHow to Apply\nIf you're interested in working for Vanir please visit our website to learn more and to apply online at www.vanir.com.\nVEVRAA Federal Contractor\nRequest Priority Protected Veteran Referrals\nEOE Minorities/Females/Protected Veterans/Disabled\nContact Email: \nPersons with medical limitations may, with reasonable accommodations, be capable of performing the duties of this position. Such a determination must be made on an individual basis considering the person's limitations, the requirements of the position, and the company's ability to make reasonable accommodations to the person's limitations.\nWe Participate in E-Verify\nPursuant to the Ban The Box Act/Fair Chance Initiative, we will consider for employment qualified applicants with arrest and conviction records.\nPosted Salary Range\nUSD $60,000.00 - USD $65,000.00 /Yr.","description_format":"text","description_chars":7122,"description_truncated":false,"requirements":{"experience_years_min":6,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"associate","optional":true},"security_clearance":false,"languages":[{"language":"English","level":"All levels","optional":false}]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Real Estate","Property Development","Construction"],"lifecycle":[{"event":"open","at":"2026-10-30T22:34:19Z"}],"visa":[{"country":"US","licensed_sponsor":true,"evidence":"H-1B filings in 12 months: 2","filings_12m":2,"filings_prev_12m":0,"green_card_filings_12m":0,"median_offered_wage_usd":92500,"route":null,"cap_exempt":false,"checked_at":"2026-10-29T16:27:21+00:00","sources":["US Department of Labor: LCA disclosure data (H-1B, H-1B1, E-3)"],"filings_for_role_12m":0}],"liveness":{"score":86,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.86,"p_room":1,"age_days":1,"expected_fill_days":10,"reasons":["conf:1","win:early"],"computed_at":"2026-11-01T06:10:25Z"},"pay":{"stated_usd_annual":65000,"is_top_pay":false},"html_url":"https://alion.io/job/vanir-administrative-assistant-2","json_url":"https://alion.io/job/vanir-administrative-assistant-2.json","meta":{"generated_at":"2026-11-02T04:37:00Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":6651,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-03T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":2179784},"rest":"https://alion.io/mcp/rest/get_company?id=2179784"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fvanir-administrative-assistant-2"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fvanir-administrative-assistant-2"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fvanir-administrative-assistant-2"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/vanir-administrative-assistant-2\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fvanir-administrative-assistant-2"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3550746}},{"tool":"search_jobs","arguments":{"company":"vanir.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3550746},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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