{"id":2654774,"url":"https://alion.io/job/vanir-administrative-assistant","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":null,"employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["San Bernardino, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":23,"max":25,"currency":"USD","period":"hour","gross":null,"usd_annual":50000},"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false}],"status":"live","first_seen_at":"2026-10-15T22:40:04Z","employer_posted_date":"2026-10-15","last_verified_at":"2026-10-24T22:50:05Z","board_verified":true,"closed_at":null,"days_open":9,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":9},"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 property management, contract administration, accounting, and general office and reception functions. Responsible for regular support to assigned tasks of an administrative nature that ensure adherence to all pertinent objectives outlined for the support to the entity assigned and/or company.\nEssential Duties & Responsibilities:\nAssist Property Manager with all tenant request/inquiries to ensure tenant needs are met per the lease\nInterface and communicate with tenants and vendors daily\nAssist in coordinating and scheduling in house maintenance work and tenant requests\nAssist in the ordering of janitorial supplies for all properties\nReport and document all incident reports and police reports for all properties\nKeep an accurate account of all card readers/keys issued to employees/tenants \nHelp coordinate housekeeping services necessary for guest stays\nAssisting the property manager coordinate vendor service calls, meetings to discuss quotes and work to be done, and other various visits. Follow-up calls and emails to the vendors\nManage the vendor contract process; serve as the primary contact for vendors regarding all maintenance contract issues\nDraft all vendor contracts, change orders and work orders\nDistribute contracts to vendors for execution and follow-up to ensure a timely return\nE-file all contract drafts and fully executed copies\nEnsure the collection, review, and maintenance of any required certificates of insurance, worker's compensation insurance, and other required documents\nVerify Contractor performance and work completion for purposes of payment\nCorrespondence and Phone support; Fax, email, scanning documents, answering phones and taking messages\nGreet guests and visitors to office\nMaintaining schedule for conference room usage\nCoordinate all incoming and outgoing mail\nMaintaining necessary maintenance supplies, ink for printers, general office supplies,and kitchen supplies\nCoordinate all incoming and outgoing mail for through FedEx, UPS, GSO, OnTrac, and any other necessary method. This includes packaging items to ship, creating labels, sorting incoming mail, and monitoring the shipping supplies\nAssist in filing of documents in their physical filing system and on their servers\nProviding support for security guards to take breaks and lunch\nChecks all timesheets for accuracy in regard to time, codes and properties\nEnters all timesheet information into labor spreadsheets including maintenance tech, date, property code, maintenance code and time spent completing work\nSorts all spreadsheet information by property code and multiplies it by the labor rate depending on regular time or overtime\nLabor allocations are provided to accounting department for CAM purposes\nMinimum Qualifications:\n1-3 years of exprience in an adiministratve support role is required\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 \nComputer skills and familiarity with Microsoft Office Suite products\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 $23.00 - USD $25.00 /Hr.","description_format":"text","description_chars":5132,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"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":"2026-10-15T22:40:04Z"}],"visa":[],"liveness":{"score":55,"band":"ok","label":"Likely open","p_open":1,"p_active":0.703,"p_room":0.788,"age_days":8,"expected_fill_days":10,"reasons":["conf:3","win:late"],"computed_at":"2026-10-24T06:02:35Z"},"pay":{"stated_usd_annual":50000,"is_top_pay":false},"html_url":"https://alion.io/job/vanir-administrative-assistant","json_url":"https://alion.io/job/vanir-administrative-assistant.json","meta":{"generated_at":"2026-10-25T00:43:21Z","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":1025,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-26T00:00:00Z"}},"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"},{"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"},{"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"},{"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\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fvanir-administrative-assistant"}]}