Published March 25th, 2024

$18.00 – $22.00/Hour 
Onsite 100% in Woburn, MA 01801
Administrative Assistant/Receptionist 

We work better together; this job is 100% office based.

Job Description / Purpose:

This Administrative Assistant position will provide front-line support for the corporate office. The primary responsibility of this role will be to answer phones, providing exemplary customer support and service, in a professional manner at all times. This role also provides daily administrative support, as directed by management, to increase efficiency, reduce costs and ensure the smooth day-to-day operations of the corporate office.

Key Responsibilities:

  • Answer all incoming calls in a professional manner and route, take messages, as required.
  • Respond to all leads and estimate requests within one (1) working hour (email or voicemail) and gather pertinent customer information. This includes, entering all new leads into a CRM system and ensuring follow up is completed.
  • Schedule estimates for all Project Managers for both new leads and existing customers and issue email confirmation of appointments via our CRM system.
  • Assist with processing of Contracts and Purchase Orders for projects, which includes but not limited to, ensuring all contracts are properly executed, scanned into the Project Management System, and returned to customers once executed.
  • Create Project Folders for all awarded projects and ensure that all relevant documentation and information is included before handoff to Production.
  • Provide administrative support to the Project Managers when they call in remotely, including daily calendar management.
  • Issue RRP Documentation, including cover letters for projects as required by law
  • Provide general administrative assistance as needed.
  • Open and distribute postal mail.
  • Send postal mail and FedEx, UPS, and/or other packages, as requested.
  • Maintain postage meter and other office equipment.
  • Send outgoing mail and faxes, sort and distribute incoming faxes.
  • Obtain and send out a Certificate of Insurance (COI) upon customer request.
  • Order office supplies and manage inventory.
  • Welcome on-site visitors and conduct them to the conference room or other destination as appropriate and provide refreshments as needed.
  • Maintain conference room, reception, kitchen, and bathroom areas by assuring tidiness and proper supplies.

Minimum Qualifications:

  • High School Diploma – (Associates Degree is preferred).
  • Position requires attention to detail, strong organizational skills and excellent communication and interpersonal skills.
  • Must be proficient with all Microsoft Office applications (Word, Excel, Outlook & PowerPoint).
  • Must be skilled in the use of, and have the ability and desire, to stay current with various other computer software programs and applications.
  • Ability to prioritize work and meet deadlines in a faced-paced research setting. Good judgment and motivation to follow through tasks to completion. Uses tact and discretion.
  • Flexible, self-motivated team-player who works well in an inter-disciplinary environment.
  • Willingness to learn and flexibility to perform various duties depending on the company’s changing needs is required
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