Administrative Assistant

Job Description

Job Description

We are currently accepting applications for an immediate opening for an Administrative Assistant to be based at our Gray, Maine office. This position is full-time and hours are generally Monday - Friday from 8:00am to 4:30pm.  

We are a hardworking team with a passion for construction whose focus is to provide high-quality services to our clients while helping each other reach our goals. We have a fast-paced professional work environment with the need for thoughtfulness and attention to detail on a variety of different projects. We provide opportunities for extensive training and job experience to develop your skills and expertise. We train and support our team's professional development. The Gray, Maine office is part of the S. W. Cole Engineering team, an established employee-owned firm with a history of over 40 years of success and stable growth serving clients throughout New England. The Gray office covers projects within Southern and Western Maine and parts of New Hampshire.

This position involves responsibility for overall front office operations and working closely with our Construction Services department. You will handle a variety of administrative functions including: handling and directing incoming calls; assisting with scheduling construction services field technicians; report processing and data entry; communicating regularly with clients and coworkers from other offices; prepare, edit, format, and transmit reports for all divisions of the company; maintain electronic and hard copy files and client distribution lists; greet visiting clients and vendors in a professional manner; open and sort incoming mail.

Job Requirements

Candidates must be able to understand and apply basic math skills, have in-depth knowledge and use of MS Office and Adobe Acrobat and ability to learn and effectively use new software programs, be knowledgeable of office procedures, be skilled in data entry with excellent accuracy, and with editing of documents for grammatical issues/errors. Must be able to meet deadlines. Candidates must be able to be patient and personable when dealing with high energy clients; the construction industry is fast-paced, and clients often need immediate responses. Familiarity with construction and/or engineering concepts is preferred. 

The physical and mental requirements for this position include being able to work in a sedentary position, use office equipment and computers, move items weighing up to 25 lbs., regularly work on repetitive tasks, and ability to multitask without loss of efficiency or accuracy. Will be required to effectively communicate verbally and interact appropriately with a variety of individuals, including clients, project team members, supervisors and coworkers. Will be required to write effectively to compile reports, take notes, record messages, and write emails and text messages on a daily basis. Candidates must be able to apply basic math skills for compiling and calculating data.

Candidates will be a member of the Administrative Services Team who provide coverage for one another when someone is unavailable as their roles are client facing. Candidate must be willing to, when needed, cover the administrative responsibilities of other offices. The position requires on occasion some local travel and applicants must have reliable transportation, a valid driver’s License, active automobile insurance and an acceptable driving record.

Interested?   Fill out the application, and upload your resume - and don't forget to include a cover letter to show us your writing skills and tell us why you are a good candidate to be our next team member!

Applicants must be legally authorized to work in the United States for any employer. We are not able to sponsor employment Visas at this time.

Education Requirements

High School Diploma or equivalent required. An associates degree in a related field preferred, but not required.

S.W.COLE has Great Benefits !!

Our team members are offered a benefits package that, depending on eligibility, includes: 

• Medical, dental and vision insurance  
• Health Reimbursement Arrangement (HRA) and Health Savings Account (HSA) with employer match 
• 8 paid holidays and paid time off (PTO) accrued each week (start with 3 weeks accrual per year)
• Paid short and long term disability and basic life insurance
• 401k with employer match and profit sharing 

• Voluntary life insurance
• Critical Illness and Accident protection plans 
• Mobile phone stipend 
• Tuition reimbursement 
• Annual allowance to use at our company clothing store.  

To apply for this position please complete the application, submit a resume, and include a cover letter outlining how you would be a good fit for this role.

S. W. Cole Engineering, Inc. is an Equal Opportunity Employer/Veterans/Disabled