Administrative Assistant

7 days ago

Boston, United States Weston & Sampson Full time

Weston & Sampson is currently seeking an Administrative Assistant with a minimum of 5 years of experience to work with our Design Discipline in our Boston office. The position demands the ability to work on multiple projects and deadlines under pressure, and collaborate with a range of staff simultaneously. We are seeking a confident, self-motivated, and resourceful professional with a “can-do” attitude and a keen sense of judgment and humor. What you’ll do: Collaborate with project managers and executive staff in the preparation of letters, reports, and materials for client deliverables. Organize, edit, and reproduce required submissions, narrative proposals, fee/scope proposals, and qualification statements. Execute contracts as required, including requesting insurances, bonds, and obtaining appropriate signatures. Complete Excel spreadsheets and tables that will assist in project monitoring. Monitor and respond to emails and phone messages with internal staff and external clients. Maintain filing system as needed. General office operations and upkeep including but not limited to: Keeping the office neat and orderly, including the print room and kitchen. Keeping office supplies stocked. Communicating with building management to take care of repairs. Review contracts for financial-related terms and conditions, ensuring they are clearly and accurately represented on the Project Opening documentation. Inform Project Managers of any discrepancies. Review draft invoices and all related documents through an electronic billing system. Communicate with Project Managers on project financial tracking and billing. Maintain electronic filing and archiving of project-specific documents, including project opening forms, contracts, proposals, and budget changes. Ensure that appropriate approvals are obtained in accordance with company policies. Support and assist Project Managers. Perform additional assignments as directed by the Administrative Manager and Supervisors. Report problems to the Administrative Manager or direct supervisor as necessary. What you will bring: Previous administrative support experience preferred. Strong written and verbal communication skills, leadership mindset, and organizational skills. Ability to work in a collaborative team environment across multiple technical teams and regions. Computer proficiency including general office applications (Microsoft Office Suite) and advanced applications (Adobe Acrobat). Knowledge of Deltek/Vision Enterprise Software or other accounting platforms is a plus. Ability to work well with others under deadline situations and respond to changes in priorities in a fast-paced environment. Prior billing experience, preferably with at least 2-3 years in an A/E environment. Thorough knowledge of standard contract terms. Ability to work independently, take initiative, set priorities, and see projects through to completion. Problem-solving and analytical skills. Valid Driver's License. Degree in Accounting or Business preferred. #J-18808-Ljbffr

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