Operations Specialist

2 months ago

Louisville, United States Vaco Full time

Vaco is seeking an experienced administrative professional to join our busy, rapidly growing office As the face of the administration and the front office, this role requires a variety of administrative and clerical tasks. Duties include providing support to the entire office team, greeting visitors in a professional and polite manner, phone reception, calendar management, and additional clerical activities. Position reports to the Regional Operations Manager.

  • Self-driven, independent role as the lead, on-site administrator
  • Fun and laid-back office environment with regular team outings where everyone shows mutual respect and camaraderie.
  • Strong infrastructure support from off-site Operations Director and Shared Services center.
  • Opportunity to grow into Office Management or other functions within the company.
  • Competitive hourly rate with full benefits (medical, dental, vision, HSA, 401k, PTO and more.)

Responsibilities:

  • Answer and direct phone calls
  • Organize and schedule appointments
  • Plan meetings and manage calendars
  • Write and distribute email, correspondence memos, letters, faxes and forms
  • Assist in the preparation of regularly scheduled reports
  • Develop and maintain a filing system
  • Update and maintain office policies and procedures
  • Order office supplies and research new deals and suppliers
  • Maintain contact lists
  • Book travel arrangements
  • Submit and reconcile expense reports
  • Provide general support to visitors
  • Act as the point of contact for internal and external clients
  • Liaise with executive and senior administrative assistants to handle requests and queries from senior managers

Requirements

  • Minimum of 3 to 5 years’ in administrative support or related role.
  • Proficient in Microsoft Office suite and database knowledge
  • Experience within staffing, consulting, or HR highly desired.
  • Strong work ethic and availability after hours as needed.
  • Bachelor’s Degree Desired

Additional:

  • Excellent interpersonal, written, and verbal skills with the ability to actively listen.
  • Ability to handle multiple priorities simultaneously with high standards of excellence.
  • Commitment to a positive workplace culture and environment.
  • Willingness to grow outside of your “comfort zone”.

Vaco is an international talent and solutions firm headquartered in Nashville, Tennessee, with more than 35 locations around the globe. We’re a different kind of company, built on an uncommon culture that values personal empowerment and fierce entrepreneurial spirit. We’re here to help the best and brightest industry talent find the freedom that comes from fulfilling their professional potential with companies that value human connection.

  • An Inc. 5000's fastest-growing private company 12 years in a row
  • Named to Forbes’ List of Best Professional Recruiting Firms in America (2018, #4 out of 250)
  • More than 40 international locations and growing

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.

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