Executive & Admininistrative 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 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