Office Assistant

Vaco; Jacksonville (FL); On-site; USD 28,000 - 34,000; Full time

Benefits offered by this job

Discretionary bonuses

Medical benefits

Dental benefits

Vision benefits

401(k) plan

Job summary

Vaco is hiring an Office Assistant in Jacksonville, FL, offering a hourly wage between $20 and $25. The role supports driver-record administration, compliance checks, and reports management. Proficiency in Microsoft Office and strong data-entry skills are required.

The position requires meticulous record-keeping, ability to handle confidential information, and coordinating with Payroll for bonuses and annual awards. A fast-paced environment is expected.

Qualifications

• Strong data-entry and computer skills.
• Proficiency with Microsoft Office Suite (Word, Excel).
• Ability to maintain confidential records and handle sensitive information.
• Strong organizational and coordination abilities.

Responsibilities

• Process and maintain new-hire driver files and ensure all required documentation is complete and accurate.
• Conduct MVR, background, and PSP checks for new and existing drivers.
• Monitor and distribute reports related to expiring MVRs, DOT physicals, and driver’s licenses.
• Enter and maintain DOT-related information in AIM and TMW systems.
• Send reminders regarding annual driver bonuses and verify terminal bonus reports.
• Coordinate with the Payroll Manager to ensure accurate and timely processing of terminal bonuses.
• Coordinate and monitor quarterly random Drug & Alcohol testing, including maintaining required records and documentation.
• Coordinate all aspects of annual driver awards, including certificates, plaques, gift cards, and related materials.

Skills

Data entry

Microsoft Office

Attention to detail

Organizational skills

Communication

Tools

Microsoft Office Suite

Job description

Vaco is hiring a Office Assistant

Location: Jacksonville, FL

Compensation: $20-$25/hour

Duties & Responsibilities

• Process and maintain new-hire driver files and ensure all required documentation is complete and accurate.
• Conduct MVR, background, and PSP checks for new and existing drivers.
• Monitor and distribute reports related to expiring MVRs, DOT physicals, and driver’s licenses.
• Enter and maintain DOT-related information in AIM and TMW systems.
• Send reminders regarding annual driver bonuses and verify terminal bonus reports.
• Coordinate with the Payroll Manager to ensure accurate and timely processing of terminal bonuses.
• Coordinate and monitor quarterly random Drug & Alcohol testing, including maintaining required records and documentation.
• Coordinate all aspects of annual driver awards, including certificates, plaques, gift cards, and related materials.
• Distribute incoming and outgoing mail throughout the Safety Department.
• Maintain accurate, organized, and confidential driver and safety records.

Knowledge & Skills

• Strong computer and data-entry skills.
• Proficiency with Microsoft Office Suite, including Word and Excel.
• Strong attention to detail and organizational skills.
• Ability to maintain confidential records and handle sensitive information.
• Strong communication and coordination skills.
• Ability to manage multiple deadlines and priorities in a fast-paced environment.

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.

• eligible for discretionary bonuses
• participate in medical, dental, and vision benefits
• participate in the company’s 401(k) retirement plan