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Office Administrative Assistant

1 month ago

Newton, United States PSMJ Resources, Inc. Full time

PSMJ Resources is the worldwide leader in business information, training, and consulting for the architecture, engineering, and consulting industry. You are a detail-oriented and proactive administrative professional and ready to join a team passionate about positively impacting the lives of architecture, engineering, and construction firm leaders.


In this full-time position at our Newton, Massachusetts headquarters, the Office Administrative Assistant will ensure a smooth workplace operation and proper flow of all office practices by carrying out critical administrative duties and acting as the primary general first line of contact with internal staff. This position requires an upbeat and positive professional attitude, a results-focused demeanor, flexibility, and a sense of urgency to get things done.


Responsibilities Include:

  • Answer phone and route calls to the appropriate person
  • Provide top-level professional customer service for phone and email inquiries.
  • Greet office visitors, contractors, and deliveries.
  • Oversee office supply orders and maintain supply inventory.
  • Receive and sort incoming and manage all outgoing mail, including FedEx shipments.
  • Serve as the primary contact with phone, copier, and other office support vendors.  
  • Assist the accounting department with daily cash receipts and take daily deposits to the bank.
  • General housekeeping: keep kitchen, reception, and common areas clean and well stocked.
  • Organize office events and coordinate food and beverage for in-office meetings.
  • Support HR with hiring and onboarding new employees and benefits administration.
  • General liaison with IT support
  • Prepare workstation setup for new employees
  • Other administrative tasks and support various departments, as needed.

Experience/Qualifications:

  • 5 + years experience as an office administrator
  • Proficiency in Microsoft Office
  • Salesforce and QuickBooks (preferred)
  • Strong verbal and written communication skills
  • Strong organizational and time management skills
  • Strong ability to multitask and operate with limited supervision.
  • Consistent attention to detail
  • Friendly, polished, and professional demeanor
  • Exceptional reliability and desire to under-promise and overdeliver
  • Versatility to assist in various facets of business and desire to learn new skills.
  • Hands-on experience with office machines (e.g., printers, postage, etc.)
  • Able to lift delivery supply boxes and set up tables for events.


Job Type: Full-time

Benefits:

  • Health insurance
  • Dental Insurance
  • Vision insurance
  • Flexible Spending and Health Reimbursement Accounts
  • 401(k) matching up to 50% with no limit
  • Life insurance
  • Paid time off
  • MA Paid Family and Medical Leave

Schedule:

  • Monday – Friday 8:30 am – 5:30 pm

Work Location: In-person, five days per week.