Administrative Assistant

1 week ago

Andover, United States Civil Design Consultants, Inc. Full time

**About Us**: Civil Design Consultants, Inc. (CDCI) is a Professional Civil Engineering and Surveying company dedicated to providing exceptional services to the real estate development community across the Merrimack Valley and Southern New Hampshire. CDCI specializes in aerial (drone) surveying, land surveying, land planning, design, and permitting. What sets us apart? Our relaxed yet focused working environment, where independent work and a proactive approach are valued.

We're on the lookout for a skilled Administrative Assistant to join our team and become an integral part of our journey. In this role, you will work closely with our Office Manager to support administrative functions across our two offices located in Andover, MA, and Plaistow, NH. It's more than just a job; it's an opportunity to contribute to our office efficiency and growth while honing your administrative skills in a supportive environment.

**Key Responsibilities**:

- **Reception**:Answer incoming calls and direct within the company as needed.
- **Invoice Assistance**:Compile labor and expenses to create draft invoices using QuickBooks, ensuring accuracy and completeness. Issue finalized invoices to clients once reviewed and approved by our team.
- **Document Management**:Sort and process incoming mail, digitally file documents including bills, incoming payments, expenses, and other relevant paperwork to maintain organized records.
- **Data Entry and Management**: Enter and manage data in Google Sheets and QuickBooks, including invoice figures, client contact information, project details, and other relevant data.
- **Accounts Receivable**: Create and issue accounts receivable statements and proactively follow up on outstanding client payments to maintain healthy cash flow.
- **Payment Processing**: Efficiently process incoming client payments, accurately record transactions, and maintain up-to-date financial records.

**Flexible Support Duties**:

- Provide versatile administrative assistance as required, in addition to the above, to ensure efficient office functioning.

**Requirements**:

- High School Diploma or Equivalent.
- 1-5 Years of Experience performing similar tasks; experience with QuickBooks preferred.
- Strong logical and critical thinking skills, essential for invoice preparation and financial tasks.
- Excellent organizational and time management abilities, with a keen eye for detail.
- Ability to work independently and take initiative in a relaxed yet focused work environment.
- Administrative background in engineering, construction, or real estate fields preferred, but not required.
- Valid Driver's License and willingness to travel between and work from our two offices, as needed.
- Willingness to travel locally during the workday for short-distance work-related tasks, occasionally up to 35 miles (mileage reimbursed).

**Benefits**:

- Competitive salary.
- Health and Dental insurance.
- Paid Vacation and Holidays.
- Flexible work schedules.
- Company matched IRA retirement plan.
- Opportunity for continued administrative growth and development within the company.

**How to Apply**: Please submit your resume and a cover letter detailing your relevant experience and why you are interested in joining the CDCI team.

Pay: $20.00 - $22.00 per hour

Expected hours: No more than 40 per week

**Benefits**:

- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance

Schedule:

- Monday to Friday
- No nights
- No weekends

Application Question(s):
**Experience**:

- Administrative: 1 year (required)

Work Location: In person

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