Construction Project Administrative Assistant at Vaco, LLC
Fortville, IN 46040
About the Job
RESPONSIBILITIES:
- Provide basic level administrative support for correspondence, file system maintenance, and database maintenance using various resources including different computer systems and phoning customers/vendors to obtain necessary information
- Work with all staff levels to maintain calendars.
- Create job tracking audit mechanism for Solution division jobs paperwork
- Provide general administrative support to all executive and field personnel as needed.
- Work with field project managers to gather/coordinate/maintain job information for files
- Organize and maintain records for audit as pertain to vendors/customers
- Research and maintain appropriate sales tax collection and distribution as required on a state- by-state basis.
- Book travel/housing and monitor expense reports and per diems
- Track submissions & approvals of vendor bills and audit against outstanding PO’s
- Assist with entry of bills and estimates into QuickBooks
- Maintain weekly job cost reports
- Assist in maintaining job lists in various software applications
- Coordinate safety training and maintain necessary documentation to meet contract and OSHA requirements.
- Match & monitor FEDEX charges vs Customer Invoicing
- Inventory, organize and obtain approval to order all necessary office supplies
- Maintain office equipment (scheduling routine maintenance and gathering information for new equipment/contracts as necessary)
- Assist with other special projects as necessary (customer service, accounting, marketing)
QUALIFICATIONS & REQUIREMENTS:
- Previous experience in the construction is required
- High school or equivalent education (college education preferred but not required)
- Strong data entry skills
- High degree of accuracy and attention to detail
- Above average Microsoft Office Software experience (Excel, Word, Outlook, Teams)
- Experience with QuickBooks desktop software (preferred but not required)
- Ability to handle sensitive information in a confidential manner
- Ability to multi-task, prioritize, and manage time effectively
- Strong verbal and written communication skills, including telephone and electronic messaging skills
- Positive attitude with excellent interpersonal skills and the ability to work well within a team environment
- Must be able to take direct instruction in a positive and professional manner.
- Ability to think outside the box and determine needs or issues before they may arise
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.