Job Description
Job DescriptionSalary: $26-$29
Reports to:Project Manager(s)
Location: Osterville Office
The Administrative Assistant will provide support to members of the office, including Project Managers, by handling a variety of tasks in order to ensure that all interactions between Cape Associates and clients are positive and productive. The Administrative Assistant will be professional, attentive, and responsive, while having the ability to prioritize and multi-task.
Responsibilities:
- Manage Intakes
- Electronically file in PMs 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.
- Create Contact Card for PM.
Invoicing/Budgets/Time Keeping/Jobs- Time and Material Worksheets for PM review.
- Invoice for client once approved.
- Job budget updates-Foundation.
Tracks labor, materials, subs, equipment, and other job costs. Works with PM on approval process.- Organize AP receipts and credit card receipts digitally while maintaining hard copy records.
- Run Job status reports, which show costs, billingsto date, and remainingcontract balances.
- Review assigned employees timecards and make corrections/edits as necessary for PM approval in Exaktime.
- Run various reports as needed by PM.
- Open new jobs for PM following job opening procedures.
- Permits/Town Applications/Utilities
- Prepare and track progress of building permit applications; follow up to issuance.
- Obtain Homeowners Consent Forms.
- Utility Requests (Disconnects & Reconnects)
- Water/Electric/Gas
- Prepare Historic/Conservation/Zoning, etc. applications.
- Office Supplies/Management
- Order supplies
- Snacks, coffee, etc.
- Paper products.
- Copier supplies
- Paper/pens, etc.
Requirements:
- Excellent customer service skills.
- Flexible and adaptable to a high paced work environment.
- Excellent time management skills.
- 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.
- Resourceful, creative, and intuitive.
- Must have excellent typing skills.
- Must be proficient in Microsoft Word, Excel, and Outlook.
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.