Administrative Assistant On-site

New England Mechanical Services, Inc.•Palmer, MA

2d•$22 - $27•Onsite

About The Position

New England Mechanical Services, Inc. is seeking a part-time, on-site Administrative Assistant to support its Palmer, Massachusetts location. The schedule is four days per week, 25–29 hours total, from 9:00 a.m. to 2:00 p.m., with flexibility in which days are worked. The ideal candidate is proactive, customer-service focused, and able to manage competing priorities in a fast-paced environment while maintaining professionalism and confidentiality. The role provides administrative support to leadership and employees, including scheduling and coordinating meetings, appointments, and events; preparing materials and meeting minutes; maintaining correspondence, forms, reports, filing systems, and licensing records; and supporting expense reports, checks, receivables, purchase orders, and fleet repair documentation. The Administrative Assistant also handles reception and communications, mail and shipping, office supplies and equipment, uniform inventory, facility maintenance requests, company and safety events, operational trackers and schedules, and vendor coordination. The position requires a high school diploma or GED. An associate degree in Business Administration, Office Management, or a related field is preferred, as is 2–5 years of relevant experience. The role pays $22.00–$27.00 per hour. The company states that it offers a competitive salary and benefits package.

Requirements

High school diploma or GED.
Experience supporting multiple departments and managing competing priorities in a fast-paced environment.
Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Strong organizational and time-management skills, including the ability to prioritize multiple tasks.
Excellent written and verbal communication skills.
High attention to detail and accuracy.
Ability to maintain confidentiality and exercise sound judgment.
Strong customer-service and interpersonal skills.
Ability to work independently while collaborating effectively with team members, vendors, and customers.
Ability to sit, stand, walk, and perform routine office activities throughout the workday.
Ability to occasionally lift and move office supplies, packages, and materials up to 25 pounds.

Nice To Haves

Associate degree in Business Administration, Office Management, or a related field.
2–5 years of administrative, office coordination, executive support, or related experience.
Experience with scheduling, document management, accounts payable support, and office operations.

Responsibilities

Serve as a primary contact for administrative requests and inquiries from leadership and employees.
Support employees with administrative processes and office-related needs.
Assist with special projects and perform additional assigned duties.
Organize and schedule meetings, appointments, and company events; maintain calendars, review schedules, and coordinate reminders.
Prepare meeting materials and record and distribute meeting minutes.
Create and maintain correspondence, forms, reports, and other business documents.
Manage filing systems, document scanning, and record-retention activities.
Maintain and update company licensing records and license-tracking lists.
Prepare and submit expense reports and supporting documentation.
Coordinate check requests for permits, licenses, and office expenses.
Process and route receivable checks.
Scan and submit purchase orders and supporting documentation to Accounts Payable.
Process fleet repair receipts and distribute documentation to appropriate departments.
Answer, screen, and route incoming telephone calls; welcome visitors and provide front-office support.
Assist in creating and distributing internal communications and company newsletters.
Receive, sort, and distribute incoming mail; prepare outgoing mail and coordinate post office deliveries.
Create shipping labels and coordinate UPS and other carrier shipments.
Order and maintain office supplies and inventory; coordinate uniform ordering and inventory management.
Schedule office equipment maintenance and copier service; submit and monitor facility maintenance requests.
Maintain kitchen supplies and support a clean, organized office environment.
Coordinate company meetings, safety meetings, employee events, and recognition programs.
Maintain project trackers, job lists, and operational reports.
Update annual on-call schedules and employee contact directories.
Assist with shipping, receiving, and delivery activities.
Coordinate vendor services, including roll-off dumpster and scrap metal pickups.
Order Mechanical Identification as requested.
Perform filing and printing as needed.