Admin Assistant

Job Description

Job Description

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

Ownership is looking to hire an Admin Assistant, this position may also encompass some Inventory Specialist related tasks. The Admin Assist will be tasked with duties such as paying bills, reconciling accounts, 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 liaising/scheduling with maintenance techs (HVAC, plumbing) and the company office cleaners. Inventory related tasks may include shipping and receiving, and maintaining product in the stockroom. This individual will be tasked (contract with potential for full time employment based on goal achievement) with assisting in any and all admin tasks and some inventory, and facilities related tasks. 

This role is a bit like a Swiss army knife. You will work closely with our Office Manager, and Lead Technicians, but will also interact with most departments. 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: Internal 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.

• Track company owned vehicle maintenance, registrations, and insurance cards.

• Facilities management may include restocking bathrooms, salting/shoveling front steps, light cleaning if need be (we have a weekly cleaner but occasionally a spot vacuum, etc. is needed)

• Liaise with maintenance vendors including HVAC, plumber, electrician, handy man, as needed 

• Organize and receive inventory in the stockroom and sales employees' vehicles.

• Locate, pick, and pack parts for orders using Cin7 inventory software.

• Domestic (some international) shipping and receiving

• Manage incoming and outgoing repairs via email and spreadsheets.

• Manage employee assets 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).

• 1+ years of inventory software is a plus.

• 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.

• Ability to lift heavy boxes and use a ladder.

• 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 FTE is offered):

• 401k/401k match.

• Health insurance.

• PTO.

• Paid holidays.