Administrative Assistant

S. W. Cole Engineering, Inc.•Gray, ME

12d•Onsite

About The Position

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.

Requirements

Ability to understand and apply basic math skills
In-depth knowledge and use of MS Office and Adobe Acrobat
Ability to learn and effectively use new software programs
Knowledgeable of office procedures
Skilled in data entry with excellent accuracy
Editing of documents for grammatical issues/errors
Ability to meet deadlines
Ability to be patient and personable when dealing with high energy clients
Ability to work in a sedentary position
Ability to use office equipment and computers
Ability to move items weighing up to 25 lbs.
Ability to regularly work on repetitive tasks
Ability to multitask without loss of efficiency or accuracy
Ability to effectively communicate verbally and interact appropriately with a variety of individuals, including clients, project team members, supervisors and coworkers
Ability to write effectively to compile reports, take notes, record messages, and write emails and text messages on a daily basis
Ability to apply basic math skills for compiling and calculating data
Reliable transportation
Valid driver's License
Active automobile insurance
Acceptable driving record
Legally authorized to work in the United States for any employer

Nice To Haves

Familiarity with construction and/or engineering concepts
An associates degree in a related field

Responsibilities

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
Cover the administrative responsibilities of other offices when needed

Benefits

Medical, dental and vision insurance
Health Reimbursement Arrangement (HRA) and Health Savings Account (HSA) with employer match
8 paid holidays
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