Administrative Assistant

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.