Executive & Administrative Assistant

Job Description

Job Description

Benefits:

• Health, Dental, and Voluntary Life (50% company contribution for first 2 years, then 75%) eligible after 90 days of employment
• An additional $50,000 life insurance policy (paid by Cape Associates)
• 401(k) and profit-sharing retirement plan
• Paid Family & Medical Leave through private insurer
• Employee Referral program
• Paid Time Off
• Paid Holidays
• Bi-Annual Bonuses
• Employee recognition programs

Required Skills

• Excellent customer service
• Flexible and adaptable to a high-pace work environment
• Excellent time management
• Ability to trouble-shoot quickly and effectively
• Ability to maintain professional conduct under pressure
• Superior organizational skills
• Basic to thorough knowledge of office electronics – printers, copier, fax, scanner, etc.
• Ability to prioritize when given multiple tasks
• Desire to learn outside of current skillset
• Must be knowledgeable in many aspects of technology and phone system
• Resourceful, creative, and intuitive
• Must have excellent typing skills
• Must have knowledge in Microsoft Word, Excel, and Outlook.

Responsibilities include:

Reception Desk/Office Management

• Greeting clients and answering phone calls
• Help to trouble-shoot IT issues including computers, Wi-Fi, phone system
• Mailing & shipping: receive, open and distribute mail; prepare mailings and shipments as needed
• Office supply ordering
• Organization of office – general upkeep, schedule cleaners, routine maintenance, etc.
• Meeting coordination (calendar management)
• Order tracking

 

New Customer Intakes

• Electronically File in Project Manager’s folder
• Schedule as requested
• Fill out Client Information in new Budget in file
• Track progress for master intake file
• If becomes a Project – Create/Send to Project Manager and open in Foundation software

 

  Invoicing and Billing

• Time and Material Worksheets for Project Manager review
• Document Imaging, weekly Accounts Receivable report
• Invoice for client once approved: Times and Materials (T&M), Fixed-Price contracts (FP), and American Institute of Architects documents (AIA)
• Job budget updates-Foundation software
• Create Contact Card for PM

 

Permits/Town applications/Utilities

• Prepare, submit, and track permit applications, Conservation Requests for Determination of Applicability (RDA), Notices of Intent (NOI), and other municipal approvals through issuance
• Utilize municipal online portals to monitor status, schedule inspections, and ensure timely project compliance
• Obtain Homeowners Consent Forms
• Utility Requests (Disconnects & Reconnects) Water/Electric/Gas
• Prepare Historic/Conservation/Zoning, etc. applications

 

Estimating/Budget Support

• Exaktime reports and approvals
• Budget updates, review budget for cost savings, prepare Change Orders
• Gather sub and vendor quotes
• Assist with client selections

Physical Requirements

• This is largely a sitting role; however, some standing and movement is required. This includes the ability to lift files, open filing cabinets and bend or stand, as necessary.