Receptionist/Admin - Virtual Company
Jacksonville , FL 32216
About the Job
Job Summary:
We are looking for a responsible, driven, and detail-oriented Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities. This position will play a key role in organizing and managing files, handling receptionist duties, maintaining our conference room, and greeting visitors. Ultimately, a successful Administrative Assistant should ensure the efficient and smooth day-to-day operations of our office.
Essential Functions:
• Answer main switchboard and direct phone calls
• Organize, schedule, and calendar meetings and appointments.
• Assist in the preparation of regularly scheduled reports.
• Maintain DHR filing system and reports.
• Update and maintain office policies and procedures.
• Act as a point of contact for internal and external customers.
Skills/Abilities:
• Strong attention to detail and organization.
• Ability to work independently and stay focused on tasks.
• Strong communication skills, both written and verbal.
• Ability to operate a multi-line switchboard.
• Friendly, professional demeanor with visitors and colleagues.
• Proficient in Microsoft Office
• Problem solving capabilities
• Working knowledge of office equipment; printers, fax machines, and phone systems.
Education and Experience:
- GED or High School Diploma
- Previous experience as an administrative assistant, virtual assistant, or receptionist.
Preferred Education and Experience:
- Previous experience in manufacturing environment.
- Previous experience in quality or regulatory field(s).
Physical Requirements:
- Ability to traverse a manufacturing facility as needed.
- Ability to navigate up and down stairs occasionally.
- Capability to lift and maneuver file boxes weighing 5-10 lbs.
Work Environment:
- This is an office-based position, though occasional movement through a manufacturing facility is required. Minimal physical demands beyond light lifting and filing.
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.
