Administrative Assistant

Overview

Vaco is seeking a Administrative Assistant Location:
Walbridge, OH
Compensation: $23-$25/hour

This role will provide administrative and clerical support for all departments, including regional offices.

• Assist in the preparation of all required correspondence, meeting minutes, etc.
• Prepare subcontracts, purchase contracts and change orders.
• Prepare, edit and proofread proposal letters and bid forms.
• Obtain bid and construction bonds for projects.
• Assist Projects Managers with permit applications and scheduling inspections.
• Create electronic job folders.
• Monitor email folder and distribute accordingly.
• Prepare manpower lists weekly.
• Maintain Find-It-Fix-It spreadsheet and distribute gifts weekly.
• Enter Safety Audits and prepare monthly reports.
• Distribute Safety Meeting & Safety Summary.
• Receptionist coverage daily and when out of office (part-time Receptionist hours are 9:30 - 2:30).
• Prepare outgoing mail.
• Order and distribute snacks for office and warehouse.
• Maintain credit card expenses through company Visa Clarity software.
• Order lunches for meetings.
• Prepare foreman file boxes.
• Create Panduit labels/wire marker tags for field personnel.
• Schedule functions and meetings, internally and externally.
• Miscellaneous administrative and clerical duties as required.

• Strong communication skills
• Identifying problems and providing potential solutions
• Organized, detail-oriented and able to work independently
• Able to pivot with unexpected changes in requirements and deadlines while accommodating customer needs and maintaining processes and procedures
• Strong typing and computer skills, especially in O365 (Word, Excel, PowerPoint, Outlook, etc.).
• Ability to critically review written communications for proper sentence structure, punctuation, and grammar; and offer suggested corrections.
• Utilizing PDF authoring applications such as Adobe Writer, Bluebeam Revu, etc. and web conferencing applications such as Teams.
• Time management skills.
• Working knowledge of terminology and documents used in commercial and industrial construction industry, preferred.

• Three or more years of administrative experience in related industry preferred (construction)
• A minimum of a high school diploma or GED is required. College education in business or construction management is beneficial.

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. Additional disclaimer:
Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied.

Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.

Administrative experience
Strong communication skills
Identifying problems and providing potential solutions
Organized, detail-oriented and able to work independently
Able to pivot with unexpected changes in requirements and deadlines while