Job description

JOB POSTING

JOB TITLE: Administrative Assistant

JOB TYPE: Full-Time

SUMMARY: We are seeking an Administrative Assistant to initiate, coordinate, and execute administrative support services to various departments throughout the organization while ensuring seamless communication between the field crews and the office. The Administrative Assistant synthesizes complex and diverse information while ensuring accuracy in the timely distribution of internal and external deliverables. To be successful in this role candidates must be highly organized and detail oriented; able to manage competing demands and priorities with ease and enthusiasm; and react well under pressure while easily adapting to changes within a fast-paced work environment.

Ideal candidates must be highly proficient in Excel, computer literate, tech savvy and comfortable preforming a wide variety of general office tasks, including the use of various office equipment and software platforms. We are looking for a proactive, self-starter with versatility and flexibility who can balance both team and individual responsibilities in a team-centered atmosphere.

DUTIES AND RESPONSIBILITIES:

• Acts as the primary liaison between the field crews and the office.
• Intakes, organizes and codes field paperwork to ensure accurate information and requirements are met prior to departmental dissemination.
• Provides administrative and technical support to the field, shop and office personnel.
• Creates and maintains spreadsheets for data collection, data entry and record keeping.
• Conducts research; compiles data, types and sends reports as needed or assigned.
• Maintains the inventory and stock of all office, breakroom and in-house field supplies.
• Proactively maintains and establishes highly organized paper and electronic filing systems.
• Oversees office equipment maintenance/repairs, mobile device services and IT tickets.
• Composes, types, and distributes professional correspondence, memoranda, emails and faxes using individual initiative and as assigned.
• Performs variety of general clerical duties, including but not limited to, filing, photocopying, faxing, scanning, shipping, mailing and answering phones.
• Coordinates various calendars and schedules appointments, ensuring all parties are informed and kept abreast of schedule awareness for deadline and compliance needs.
• Answers and makes necessary telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy.
• Arranges meetings, events and on-site training programs, including but not limited to coordination of attendee lists, meeting materials, catering and A/V needs.
• Exercises considerable judgement and discretion in handling requests for assistance, information from colleagues, vendors and/or customers.
• Demonstrates a high level of professionalism in handling confidential and sensitive issues.
• Performs other related duties and special projects as assigned and/or needed.

SKILLS/QUALIFICATIONS:

• Minimum three years’ experience in Administrative Assistant or similar role.
• Must be highly proficient in Excel; intermediate to advanced knowledge base.
• Exceptionally well-organized multi-tasker, with acute attention to detail.
• Ability to maintain a fast-paced schedule in a busy work environment.
• Astute problem-solver with excellent decision-making skills.
• Commitment to excellence and high standards with strong interpersonal skills.
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Comfortable with launching and navigating online portals and various software applications.
• Time management skills with the ability to prioritize, plan and follow through on projects.
• Creative, flexible, versatile and innovative team player with ability to be a self-starter.
• Good judgement with the ability to confidently make sound and timely decisions.
• Prior experience with Sage software preferred but not required.
• Proficient in Outlook and other Microsoft Office Suite products.
• Strong verbal and written communication skills.

PHYSICAL DEMANDS:

• Continually required to sit, walk, talk and hear
• Continually required to utilize hand and finger dexterity
• Continually utilize visual acuity to operate office equipment, read and/or use keyboard
• Occasionally required to climb, balance, bend, stoop, kneel or crawl
• Occasionally required to lift/push/pull/carry items up to 50 lbs.
• Frequently required to lift/push/pull/carry items 25 – 49 lbs.
• Continually required to lift/push/pull/carry items up to 25 lbs.

BENEFITS

• Health Insurance
• Dental Insurance
• Vision Insurance
• Flexible Spending Account (FSA)
• Company Sponsored Life Insurance
• Company Sponsored Short-Term Disability Plan
• Company Sponsored Long-Term Disability Plan
• 401k with match
• Paid Time Off
• Holidays

SCHEDULE: On-site Monday – Friday, 8:00AM – 5:00PM (occasional OT may be required)

WORK REMOTELY: No

Job Type: Full-time

Pay: $20.00 - $26.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Overtime

Ability to commute/relocate:

• Milford, NH: Reliably commute or planning to relocate before starting work (Required)

Work Location: One location

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