Administrative Assistant in Broomfield, Colorado at VINCI Highways Mobility Solutions (VHMS)

ABOUT NORTHWEST PARKWAY:

The Northwest Parkway is a nine-mile-long toll road that is a part of the Colorado highway system, connecting E-470 at I-25 with US36 in the north Denver area. It serves the region by providing convenient access to residential and employment centers, including the City of Boulder and the Denver International Airport. Constructed and maintained entirely with private funds, the road opened in 2003 and was acquired by VINCI Highways in 2024.

Learn more: https://www.nwpky.com/

WHY JOIN US?
At Northwest Parkway, we’re not just operating a roadway—we’re keeping Colorado moving. As a critical nine-mile toll road connecting major corridors in the Denver metro area, our work directly supports access to communities, businesses, and Denver International Airport.
Backed by VINCI Highways, a global leader in transportation infrastructure, we combine the strength of an international organization with the hands-on, close-knit culture of a local team.
Here, your work is visible, impactful, and essential. You won’t just support systems—you’ll help power infrastructure that thousands rely on every day. With a smaller team environment, you’ll gain ownership, expand your technical expertise, and play a key role in keeping operations running safely and efficiently.

JOB PROFILE: Operations and Administrative Assistant

• Location: Broomfield, Colorado (Northwest Parkway operations)
• FLSA Status: Non-Exempt
• Reports To: Chief Financial Officer

POSITION OVERVIEW:
The Operations & Administrative Assistant provides administrative, operational, and office support for the organization. This role is responsible for maintaining an organized, professional, and efficient office environment while supporting roadway operations reporting, incident and claims administration, accounting support activities, and general business operations.

The ideal candidate is highly organized, detail-oriented, customer-service focused, and capable of managing multiple priorities in a fast-paced environment. This position serves as a key support resource for office administration, Operations & Maintenance (O&M), accounting, and management teams.

KEY RESPONSIBILITIES:

Office Administration

• Maintain a professional, organized, and welcoming office environment.
• Order, stock, and replenish office supplies, kitchen supplies, beverages, and snacks.
• Water and maintain office plants and assist with office upkeep.
• Mail handling, including post-office errands.
• Assist with maintaining common areas, conference rooms, and breakrooms.
• Coordinate incoming and outgoing mail, deliveries, and shipments.
• Answer phones, greet visitors, and provide administrative support.
• Assist with scheduling meetings and coordinating office events.

Operations & Maintenance Support

• Assist with preparing, compiling, and distributing operational reports including: police activity, energy usage, water usage, traffic volumes, revenue reporting, and other roadway operational metrics.
• Maintain departmental records, logs, files, and supporting documentation.
• Support O&M leadership with administrative projects and operational reporting requirements.
• Assist with documentation related to roadway maintenance activities and operational performance measures.
• Assist in managing, processing, and tracking the end‑to‑end permitting. This includes utility, access, construction, and development permit requests.
• Prepare and notarize affidavit dockets for court filings or any other documents needed to be notarized.

Incident, Accident & Claims Administration

• Receive, document, and maintain records related to roadway accidents, incidents, property damage, and customer claims.
• Log accidents, incidents, and claims into tracking systems and databases.
• Collect and maintain supporting documentation, including police reports, photographs, correspondence, invoices, and repair records.
• Prepare invoices and supporting documentation for restitution and damage recovery claims.
• Track claim status, collections, and reimbursement activities.
• Coordinate and communicate with insurance carriers, legal representatives, contractors, law enforcement agencies, and internal stakeholders.
• Assist with claim follow-up and recovery efforts for damages to roadway assets and infrastructure.
• Maintain confidential incident, law enforcement, and insurance claim records.

Accounting Support

• Provide backup support to the Accounting & Administrative Manager.
• Assist with invoice processing, accounts payable administration, filing, and records retention.
• Perform data entry and maintain financial documentation.
• Support month-end accounting activities as assigned.
• Maintain confidentiality of financial and business information.

General Administrative Support

• Prepare reports, spreadsheets, presentations, and correspondence.
• Maintain electronic and physical filing systems.
• Support cross-functional teams and special projects.
• Perform other duties as assigned.

QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Core Competencies

• • Strong ownership, accountability, and initiative
  • Ability to work independently and lead in a fast-paced environment
  • Excellent organizational, problem-solving, and decision-making skills
  • Strong communication and stakeholder management abilities

EDUCATION & EXPERIENCE:

• High School Diploma or GED required.
• Associate degree in Business Administration, Accounting, Office Administration, or related field preferred.
• Minimum two (2) years of administrative, office support, operations support, customer service, or related experience.
• Experience with claims administration, insurance coordination, reporting, or accounting support preferred.
• Strong organizational, communication, and customer service skills.
• Proficiency in Microsoft Office Suite, including Excel, Outlook, Word, and PowerPoint.
• Ability to manage multiple priorities while maintaining attention to detail.
• Ability to maintain confidentiality and exercise sound judgment.
• Notary certification preferred.

PHYSICAL & WORK ENVIRONMENT:
This position operates in a combination of office and field environments. The employee will regularly work in a standard office setting using computers and other business equipment and will also be required to perform duties in active roadway, right-of-way (ROW), and construction or maintenance environments.

• Work is performed primarily in a professional office environment.
• The employee routinely uses standard office equipment, including computers, printers, copiers, scanners, telephones, and other office technology.
• The position requires prolonged periods of sitting, working on a computer, and reviewing documents.
• Frequent interaction with employees, vendors, auditors, customers, and external business partners may be required.
• Occasional lifting, carrying, and filing of documents or office supplies up to 20 pounds may be required.
• The position may require additional hours during month-end close, year-end activities, audits, budget preparation, or other critical business periods.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position in accordance with applicable law.

WHAT’S IN IT FOR YOU?

We believe in supporting our employees both professionally and personally—because when you’re at your best, so are we.
Time to Recharge

• Starting at 80 Hours PTO annually (prorated, aligned with hire date)
• 64 Hours Sick leave annually
• 12 Days Company Paid Holidays
• 1 Day Floating Holiday (additional day off to use at your discretion)

Health & Wellness

• Medical, Dental, Vision, Life, Short/Long Term Disability Coverage
  • Medical is paid at 90% by the Company for employees and their families
  • Dental, Vision, STD, LTD, and Life Insurance are paid 100% by the Company
  • We offer Paid Parental Leave at 100% for employees who qualify

Financial Security

• 401(k) with up to 6% company match
• Competitive compensation aligned with market benchmarks

Growth & Impact

• Hands-on role with real ownership and visibility
• Opportunities to expand your technical expertise
• Work that directly impacts infrastructure and communities

ADDITIONAL INFORMATION – Colorado Compliance:

• Salary range for this position is $23.00 – $27.00 per hour, in accordance with Colorado law.
• Benefits eligibility and offerings may vary based on position, location, and employment status.