Administrative Assistant at Vaco, LLC
Walbridge, OH 43465
About the Job
Overview:
• 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.
• Assist with obtaining bid bonds.
• Assist with permit applications and scheduling inspections.
• Create job folders electronically.
• Monitor Licenses email folder and distribute appropriately.
• Prepare weekly manpower lists.
• Maintain Find-It-Fix-It spreadsheet and distribute gifts weekly.
• Distribute Safety Meeting & Safety Summary.
• Receptionist coverage (part-time Receptionist hours are 9:30 – 2:30) daily and when out of office.
• Prepare outgoing mail.
• Order and distribute snacks for office and warehouse.
• Maintain credit card expenses through company Visa Clarity software.
• Ordering lunches for meetings.
• Prepare foreman file boxes.
• Create Panduit labels/wire marker tags for field personnel.
• Scheduling functions and meetings, internally and externally.
• Miscellaneous administrative and clerical duties as required.
Skills Required:
- Good communication skills.
- Good at identifying problems and providing potential solutions.
- Must be 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.
- Must be a skilled typist and have strong computer skills, especially in O365 (Word, Excel, PowerPoint, Outlook, etc.).
- Must possess ability to critically review written communications for proper sentence structure, punctuation, and grammar; and offer suggested corrections.
- Must be skilled at using PDF authoring applications such as Adobe Writer, Bluebeam Revu, etc. and web conferencing applications such as Teams.
- Must have good time management skills.
- Working knowledge of terminology and documents used commercial and industrial construction industry preferred.
Education/Experience
- Three or more years of administrative experience in related industry preferred.
- A minimum of a high school diploma or GED is required. College education in business or construction management is beneficial.
- Construction or related industry experience
Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.