Administrative Assistant

4 weeks ago

Walbridge, United States Vaco Full time
Vaco is hiring for an Administrative Assistant located in Walbridge, OH.

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

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