Administrative Assistant

Vaco
$23.00 - $25.00 / hr
401(k), retirement plan
United States, Ohio, Walbridge
Jan 24, 2026
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. Job Responsbilities: 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. Skills: 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. Education/Experience: 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. Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products. Vaco by Highspring 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 by Highspring 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 by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring 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 by Highspring 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 by Highspring 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 by Highspring 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 by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal. Privacy Notice Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies. California residents may access Vaco by Highspring 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 by Highspring 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 by Highspring 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.