Administrative Assistant - Walbridge, United States - Vaco

Vaco Walbridge, United States

1 week ago

Construction / Facilities

Description

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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