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Administrative Assistant

2 months ago

Windsor Mill, United States New England Lab Full time

About New England Lab

For over 25 years, New England Lab has provided laboratory furniture systems that support breakthrough discoveries and scientific advancement from pharmaceutical research, to life science discoveries, to enhancing products we use every day. We are a growing full-service specialty sub-contractor and are proud to have provided laboratory furniture systems to some of the leading university, biotech, government, corporate, industrial and medical research facilities in the Northeast, Mid-Atlantic and Carolinas.

Role

New England Lab is seeking an Administrative Assistant to manage the incoming and outgoing flow of information for the Baltimore office. You will assist with administrative, sales, estimating, and project management tasks as you support the Baltimore team and our customers through effective communication, detailed documentation, and coordination.

Our Administrative Assistantneeds to be self-motivated and highly detailed; placing value on both internal and external customer service. This is a full-time in-office, hourly, position reporting to the Regional Operations Manager. The typical business hours are 8 a.m. - 5 p.m. M-F.

Duties & Responsibilities

  • Answer incoming calls, qualify and direct to appropriate parties or take messages
  • Start up, close down office space as necessary (lights, printers, heat/AC, etc.)
  • Open, sort and distribute mail via USPS, UPS and FedEx and manage associated shipping supplies
  • Keep an inventory of office supplies and keep office appropriately stocked at all times including the water
  • Support sales, estimating, and project management with the daily flow of information and document coordination; including proposals, estimating drawings, kick-off packages, submittal packages, install packages, etc.
  • Support PM team in scheduling deliveries and tracking via packing slips, all incoming and outgoing materials.
  • Receiving and organizing packages and deliveries as needed in the office and warehouse, scan and file packing list to electronic project folders
  • Keep all marketing material organized, current, replenished, and re-order as necessary
  • Support and continue to develop customer relations
  • Manage, communicate, and distribute all vendor, marketing, and office updates (vendor catalogs, reference material, sales literature, product data sheets)
  • Communication with vendors/subs regarding bid plans
  • Research and book travel arrangements
  • Attend various meetings as necessary
Skills & Competencies
  • 3+ years of experience in an administrative/support role for construction industry or related field
  • Dependable
  • Driven, strong personal work ethic
  • Able to effectively manage information, schedules, and workload
  • Well organized and able to appropriately prioritize tasks
  • Professional and clear communicator
  • Excellent administrative skills
  • Experience handling multiple phone lines
  • Knowledge and experience with MS Office (Word, Excel, Outlook, Access, and PowerPoint)
  • Enthusiastic and positive approach to position and tasks


This is a stationary position involving constant operation of computers and other office machinery. Substantial repetitive motions of the wrists, hands, and/or fingers are required. Occasional needs to move inside the office to access file cabinets, copiers, and other office machinery.

Disclaimer

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required. Duties, responsibilities and activities may change at any time with or without notice. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

We are an equal opportunity employer; applicants, employees and former employees are protected from employment discrimination based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability and genetic information (including family medical history), or any other characteristic protected by law.

Benefits
We offer growth opportunities for motivated professionals and a great compensation package including, dental insurance, medical insurance, vision insurance, pre-tax accounts for health and dependent care, 401K employer match, paid company holidays, and paid vacations.