Administrative Assistant

Job Description

Job Description

Precision ProFile, Nubble Site Solutions, NextDayGPS and SiteBoss are tightly integrated small businesses with shared ownership based out of Southern Maine. The businesses work hand in hand to prepare data (heavy highway to residential), manufacture, distribute, support, and for all things GPS construction staking.

Precision ProFile is looking to hire an Admin Assistant. Admin Assist related tasks will include duties such as paying bills, sending invoices, and receiving payment. Candidates should have a basic understanding of accounting and Quickbooks Online (or similar) accounting software is a necessary skill for this role. Other responsibilities may encompass items such as liaising/scheduling with maintenance techs (HVAC, plumbing), stocking the bathrooms, and taking out the trash. The admin should also expect to screen phone calls, process payment, and scheduling/calendar management. This individual will be tasked with assisting in any and all administrative tasks.

You will work closely with the Owner and the CAD Technicians but you will also interact with many other departments within the businesses listed above. Our office culture is extremely important to us and our administrative team implements and ensures department satisfaction. The perfect candidate will have a “whatever needs to get done” attitude and is willing to learn multiple sides of the businesses.

Don’t meet every single requirement? If you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

Reports to: Owner/Operations Manager.

Expected Hours: Monday through Friday, 7am to 4pm.

Duties & Expectations:

• Assist in managing all AP including accurately record/categorize expenses, pay bills, and reconcile accounts.
• Send invoices, receive payment, and assist in managing the AR.
• Screen phone calls and accurately relay messages as needed.
• May be tasked with managing the Owners calendar.
• Process payroll biweekly.
• Track company owned vehicle maintenance, registrations, and insurance cards.
• Facilities management may include taking out trash, restocking bathrooms, salting/shoveling front steps etc.
• Liaise with maintenance vendors including HVAC, plumber, electrician, handy man, etc.
• Manage employee assets, software, and inventory via email and spreadsheets.

Requirements:

• 1-2 years of experience with Quickbooks online (or similar accounting software).
• Must understand basic accounting (P&L, balance sheet, taxes).
• Exceptional communication and organizational skills.
• Attention to detail is a must.
• Good with numbers is a must.
• Computer skills - Must be familiar with Outlook, Word, Xcel, and capable of learning inventory software.
• Must be a self-starter, be able to take initiative and work independently.
• Good problem-solving skills and positive, team-oriented attitude.

Compensation:

• Starting $18 - $23 per hour.
• Starting pay is depending on relevant experience, skills, and knowledge.
• The pay increase is determined by meeting goals and performance growth.

Benefits (once probationary period is complete):

• 401k/401k match.
• Health insurance.
• PTO.