Executive & Administrative Assistant

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 PM’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 PM and open in Foundation Program

 Invoicing and Billing

• Time and Material Worksheets for PM review


• Document Imaging, weekly AR report


• Invoice for client once approved: T&M, FP, and AIA


• Job budget updates-Foundation


• 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.