Administrative Assistant

Vector Talent Solutions is a veteran-owned workforce solutions firm dedicated to helping organizations identify, attract, and hire top talent. We are currently seeking an Administrative Assistant in Lone Tree, Colorado.

Position: Administrative Assistant, Materials Management

Reports To: Director of Materials Management

Department: Materials Management

Location: Lone Tree, CO

Classification: Full-time, non-exempt

POSITION SUMMARY

Seeking an Administrative Assistant to provide professional administrative and operational support to the Director of Materials Management. This position serves as a central point of coordination for the department, managing executive scheduling, correspondence, and meeting logistics while maintaining the accuracy and integrity of the materials program's-controlled documents, tracking records, and procurement paperwork.

The successful candidate will exercise sound judgment, handle confidential information with discretion, and work effectively with internal teams, vendors, and field personnel. This position is well suited to an experienced administrative professional with a background in construction, utility, or engineering, procurement, and construction (EPC) environments.

KEY RESPONSIBILITIES

Director Support:

• Calendar and travel. Manage the Director's calendar, travel, and expense reports. Screen calls and email and route them to the right person.
• Meetings. Schedule and run the logistics for the weekly materials review, vendor calls, and site coordination calls. Circulate agendas ahead of time, take minutes, and track action items until they close.
• Documents. Draft, format, and proofread letters, memos, presentations, and reports for the Director's review.
• Materials program administration
• Document control. Maintain the controlled documents for the materials program: plans, procedures, reference books, and trackers. Keep document numbers, revision history, and distribution lists accurate.
• Tracker upkeep. Enter and update tracker data from purchase orders, packing lists, delivery tickets, and receiving reports. Flag quantity or description mismatches to the Materials Manager instead of correcting them quietly.
• Reporting. Build the weekly status report and metrics package from tracker data. Check totals against source before it goes to the Director.
• PO administration. Log purchase orders and change orders, track vendor acknowledgments, and follow up on missing certs, MTRs, and delivery confirmations.
• Team and vendor administration
• Prepare invoices for coding and routing and reconcile them against POs and receiving records before approval.
• Keep current contact lists for vendors, carriers, site personnel, and fleet management.
• Coordinate onboarding for new materials staff: equipment, system access, orientation schedule, and training records.
• Order office and field supplies and manage subscriptions and software licenses for the department.
• Invoice Approval and Purchase Order Set Up.

  QUALIFICATIONS

• Required High school diploma or equivalent.
• Three or more years of administrative support to a manager or director, ideally in construction, utility, or EPC.
• Advanced Excel skills: lookups, pivot tables, filters, and the ability to catch a bad formula.
• Strong command of Xcel, Word, PowerPoint, Outlook, and Teams.
• Accurate data entry and the habit of checking your own work.
• Ability to handle confidential pricing, vendor, and personnel information.
• Preferred associate or bachelor's degree in business administration, supply chain, or a related field.
• Familiarity with purchase orders, material take-offs, receiving, and packing list review.
• Experience with an ERP or procurement system.

WORKING CONDITIONS

Primarily office based. Occasional site visits require PPE and the ability to walk uneven ground. Travel is expected to stay under 10 percent. Hours may extend around project milestones, mobilizations, and reporting deadlines.