Administrative Assistant

Coneco Engineers & Scientists, Inc. is seeking a highly organized, proactive, and technology-savvy Administrative Assistant to provide administrative and operational support across our organization.

This is a cross-functional position that will work closely with our Operations Manager, HR Manager, department Principals, Project Managers, and other team members to support the day-to-day needs of a busy environmental and engineering consulting firm.

This is not a traditional front-desk administrative position. We are looking for someone who enjoys being involved in multiple areas of an organization, is comfortable learning new systems and processes, and can confidently manage competing priorities. The Administrative Assistant will serve as a dependable resource across departments, helping keep schedules, information, systems, supplies, projects, and administrative processes organized and moving forward.

Key Responsibilities

Administrative & Office Support

• Provide day-to-day administrative support to the Operations Manager, HR Manager, department Principals, Project Managers, and other staff as needed.
• Assist with general office organization and recurring administrative responsibilities across departments.
• Maintain organized electronic files, records, spreadsheets, trackers, templates, and shared resources.
• Prepare, format, update, and organize documents, reports, spreadsheets, correspondence, and other business materials.
• Coordinate meetings, schedules, internal communications, and other administrative activities.
• Assist with ordering and maintaining office supplies and materials.
• Help identify administrative needs and follow assigned tasks through to completion.
• Serve as a flexible administrative resource when additional support is needed within a department.
• Provide occasional backup coverage for the reception/front desk , including answering and directing incoming calls, greeting visitors, receiving deliveries, and assisting with general reception responsibilities as needed.

Operations & Scheduling

• Assist the Operations Manager with day-to-day operational activities and coordination.
• Assist with scheduling, organizing, maintaining, and communicating ER schedules and related staffing information.
• Monitor schedules for changes, conflicts, or missing information and communicate updates to the appropriate team members.
• Maintain operational trackers, calendars, schedules, and shared resources.
• Assist with coordinating company logistics and other operational needs.
• Support the organization and management of company equipment, materials, and resources.

Laboratory & Inventory Support

• Organize and maintain laboratory inventory and associated records.
• Monitor inventory levels and assist with coordinating the replenishment of supplies and materials.
• Maintain accurate inventory lists and tracking systems.
• Help ensure laboratory materials and supplies are properly organized, documented, and readily accessible to staff.

Project Administration

• Serve as a backup for new project setup and other project administration functions.
• Assist with entering and maintaining project information within Deltek Vantagepoint .
• Support Project Managers and department staff with administrative project needs.
• Assist with maintaining project documentation, work order information, purchase orders, and other project-related records.
• Help ensure project information is complete, accurate, and appropriately organized.
• Provide backup administrative support for project coordination processes as needed.

Process Improvement & SOP Development

• Assist with developing, documenting, and maintaining Standard Operating Procedures (SOPs) for recurring administrative and operational processes.
• Work with managers and department leaders to document workflows and establish consistent administrative procedures.
• Maintain organized SOPs, templates, forms, checklists, and process documentation within Microsoft SharePoint and other shared company resources.
• Identify opportunities to streamline administrative processes and improve organization, consistency, and efficiency.
• Assist with implementing new administrative processes, systems, and technology as the company's needs evolve.

Human Resources Support

• Provide administrative assistance to the HR Manager as needed.
• Assist with employee records, forms, spreadsheets, training documentation, and other HR administrative tasks.
• Support onboarding and offboarding coordination, including communication with internal departments regarding employee setup needs.
• Assist with organizing employee certifications, licenses, training records, and other documentation.
• Maintain appropriate confidentiality when working with employee or company-sensitive information.

Technology & Systems

Strong technology skills are essential for success in this position.

The Administrative Assistant will regularly work within multiple systems and should be comfortable learning new software, navigating digital workflows, and troubleshooting basic issues independently.

Systems and applications may include:

• Deltek Vantagepoint
• Microsoft Excel
• Microsoft SharePoint
• Microsoft Outlook
• Microsoft Word
• Microsoft Teams
• Microsoft 365
• Adobe Acrobat
• Internal databases, shared drives, tracking systems, and other company software

The ideal candidate will be comfortable using technology to organize information, maintain accurate records, create efficient workflows, and improve administrative processes.

Strong Microsoft Excel skills are particularly important , including confidently working with spreadsheets, sorting and filtering data, formulas, formatting, and maintaining detailed trackers.

Qualifications

• 3+ years of administrative, office coordination, operations support, project administration, or similar professional experience preferred.
• Experience working in a professional office environment strongly preferred.
• Experience supporting multiple departments, managers, or senior leaders is a plus.
• Strong technical aptitude with the ability to learn and navigate new software quickly.
• Proficiency with Microsoft Excel, Outlook, Word, SharePoint, Teams, and Microsoft 365.
• Experience with Deltek Vantagepoint or another ERP/project management system is highly preferred.
• Excellent organizational and time-management skills.
• Strong attention to detail and commitment to accuracy.
• Ability to manage multiple priorities and shift between different types of responsibilities throughout the day.
• Strong written and verbal communication skills.
• Ability to work independently while collaborating effectively with employees at all levels of the organization.
• Strong follow-through and willingness to take ownership of assigned responsibilities.
• Ability to handle confidential and sensitive information appropriately.
• Comfortable asking questions, learning new processes, and taking initiative.
• Ability to recognize when something needs attention and proactively work toward a solution.

What We're Looking For

The right person for this position is a resourceful, dependable, technology-savvy, and adaptable problem-solver who enjoys being the person others can rely on to keep things organized and moving forward.

This role requires someone who can not only follow established processes but also help create structure where needed . The ideal candidate will be comfortable documenting workflows, developing SOPs and administrative resources, identifying inefficiencies, and using technology to improve how routine administrative tasks are completed.

No two days will necessarily look the same. You may be updating an Operations schedule, organizing laboratory inventory, assisting HR with an employee-related project, setting up a new project in Deltek Vantagepoint, developing an SOP, creating an Excel tracker, assisting a department Principal, or providing temporary reception coverage.

Because this position supports multiple areas of Coneco, prioritization, communication, flexibility, initiative, accuracy, and follow-through are essential.

Work Schedule & Environment

This is a full-time, 100% in-person position based in Coneco's Bridgewater, Massachusetts office.

The regular schedule is Monday through Friday , with working hours of either:

8:00 AM–4:00 PM
or
9:00 AM–5:00 PM

This position is not remote or hybrid . Regular and reliable in-office attendance is an essential component of the role due to its hands-on and cross-functional responsibilities.

As a growing environmental and engineering consulting firm, responsibilities may evolve based on the needs of the organization. This position provides an opportunity to gain exposure to multiple areas of the business, develop new skills, and take on additional responsibilities over time.