Operations Adminstrator

Vaco by Highspring; Collegeville (PA); On-site; USD 40,000 - 60,000; Full time

Job summary

Vaco by Highspring is seeking an Operational Administrator to join our client’s team in an in-office, full-time role. The position supports the Executive/Ownership team, Operations, Safety, and HR, with a schedule of 8:00 AM–4:30 PM, Monday through Friday.

The ideal candidate will be highly organized, detail-oriented, proactive, and able to manage competing priorities in a fast-paced environment. Local candidates only, must be based near Collegeville, PA.

Qualifications

• Experience in a manufacturing, construction, or fast-paced operational environment.
• Strong organizational and time-management skills.
• Ability to manage multiple priorities in a dynamic setting.
• Excellent written and verbal communication.

Responsibilities

• Provide day-to-day administrative and operational support to the Executive/Ownership team, Operations, Safety, HR, and general executive staff.
• Attend executive and operational meetings, capture meeting notes, and track action items through completion.
• Coordinate and schedule internal meetings, external vendor meetings, and executive appointments.
• Manage executive calendars, schedules, and planning of time.
• Assist Safety, Operations, and HR with the onboarding of new employees.
• Create and organize safety and operational training materials for the executive team.
• Maintain accurate credential and compliance records and flag upcoming expirations for management review.
• Manage certificate and credential renewals using Microsoft Excel databases.
• Monitor vehicle compliance and coordinate requirements with team drivers.
• Prepare policy updates and coordinate reviews with the legal team.
• Coordinate weekly meetings, including agendas, meeting materials, and distribution of meeting minutes.
• Maintain records of outside vendor meetings and follow-up items involving executive team members.
• Provide general administrative and organizational support across multiple divisions as needed.

Skills

Organizational skills

Time management

Multitasking

Communication

Microsoft Excel

PowerPoint

Calendar management

Tools

Microsoft Excel

PowerPoint

Job description

Our client is seeking an Operational Administrator to join their growing team. This is a full-time, in-office position, Monday through Friday, with an ideal schedule of 8:00 AM-4:30 PM. Must be local to office.

The ideal candidate will have experience working in a manufacturing, construction, or similarly fast-paced operational environment and be comfortable wearing multiple hats. This position will work closely with the Executive/Ownership team as well as Operations, Safety, HR, and other divisions throughout the organization.

The successful candidate will be highly organized, detail-oriented, proactive, and able to manage competing priorities in a dynamic environment.

Responsibilities

• Provide day-to-day administrative and operational support to the Executive/Ownership team, Operations, Safety, HR, and general executive staff.
• Attend executive and operational meetings, capture meeting notes, and track action items through completion.
• Coordinate and schedule internal meetings, external vendor meetings, and executive appointments.
• Manage executive calendars, schedules, and planning of time.
• Assist Safety, Operations, and HR with the onboarding of new employees.
• Create and organize safety and operational training materials for the executive team.
• Maintain accurate credential and compliance records and flag upcoming expirations for management review.
• Manage certificate and credential renewals using Microsoft Excel databases.
• Monitor vehicle compliance and coordinate requirements with team drivers.
• Prepare policy updates and coordinate reviews with the legal team.
• Coordinate weekly meetings, including agendas, meeting materials, and distribution of meeting minutes.
• Maintain records of outside vendor meetings and follow-up items involving executive team members.
• Provide general administrative and organizational support across multiple divisions as needed.

Qualifications

• Previous experience in a manufacturing, construction, or similar operational environment strongly preferred.
• Strong organizational and time-management skills with exceptional attention to detail.
• Ability to work effectively in a fast-paced environment while managing multiple priorities.
• Excellent written and verbal communication skills.
• Strong follow-through and ability to independently track deadlines, renewals, and action items.
• Proficiency with Microsoft Office, particularly Excel and PowerPoint.
• Comfortable working with executives, managers, vendors, and employees at all levels.
• Professional, proactive, and team-oriented approach.

Why Join?

This is a great opportunity to join a growing organization with a strong team culture and positive working environment. The position offers significant exposure to multiple areas of the business and is ideal for someone who enjoys variety, responsibility, and being a key resource to an organization's leadership and operations teams.

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals 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 applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail].

Representation Notice

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. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you 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

• 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 and UK GDPR may access our policies here.

Additionally, 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. More details about Vaco by Highspring's use of AI can be found here https://www.highspring.com/ai-use-notices/. Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring