Executive & Administrative Assistant

Cape Associates • Yarmouth, MA

24d • $25 - $29 • Onsite

About The Position

This role serves as an Executive & Administrative Assistant, handling a variety of responsibilities including reception, office management, IT troubleshooting, mailing and shipping, office supply ordering, meeting coordination, new customer intake, invoicing and billing, permit applications, and estimating/budget support. The position requires excellent customer service, adaptability, time management, and organizational skills. A strong understanding of technology, including Microsoft Office Suite and phone systems, is essential. The role involves both sitting and some standing/movement, with the ability to lift files, open filing cabinets, and bend or stand as needed.

Requirements

• 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

• 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

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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed