Position Overview

We are seeking a dedicated Office Administrator to enhance the efficiency of our operations by managing a variety of administrative and organizational tasks. This role is essential in ensuring seamless communication between teams, vendors, and project management processes, thereby maintaining optimal operational functionality.

Why Work With Us?

• Experience a supportive and collaborative work culture.
• Benefit from competitive salaries, comprehensive benefits, and a balanced work-life environment.
• Join a stable workplace where long-term employment is the norm.

Key Responsibilities

• Daily Tasks:
• Handle emails and low-volume phone inquiries.
• Process incoming mail and manage digital filing systems.
• Perform occasional physical document filing.
• Input data and estimates into QuickBooks.
• Track and follow up on new business leads.
• Weekly Tasks:
• Create and send Work Order (WO) invoices.
• Order and replenish office supplies.
• Conduct project folder closeouts and scan lien waivers.
• Reconcile credit card transactions.
• Attend meetings, offering administrative support as needed.
• Manage newsletters, social media updates, and insurance certifications.
• Monthly Tasks:
• Reconcile fuel receipts and credit card statements.
• Update Work in Progress (WIP) reports and maintain project records.
• Review QuickBooks entries, project files, and service portals.
• Conduct light office maintenance activities.
• As-Needed Tasks:
• Prepare binders, close-out packages, and vendor documents.
• Assist with contract management, event planning, and vendor system updates.
• Set up new Work Orders (WO).
• Update safety data sheets and ensure compliance documentation is current.

Qualifications

• Proven administrative experience with excellent organizational skills.
• Proficiency in Microsoft Office Suite, QuickBooks, and office management tools.
• Strong communication, multitasking, and problem-solving skills.
• Ability to work independently with minimal supervision.
• High attention to detail and professionalism.

Work Schedule

Monday to Friday, 8:00 AM - 4:30 PM.

Benefits

• Health and Dental Insurance.
• 401(k) with company contributions (after 90 days).
• Paid vacation and sick leave.
• Paid major holidays.

Reporting and Growth

This position reports directly to the Office Manager. Opportunities for career advancement are available as part of our expanding team. We uphold equal opportunity and embrace diversity in our workplace, welcoming applications from all qualified candidates.

Location

The role is based in Fitchburg and does not offer a remote working option.