Administrative Assistant

2 weeks ago

Woburn, Massachusetts, United States Arch Painting Full time
Job DescriptionJob Description

Full Time, Monday – Friday, 8:00 AM to 5:00 PM (1 hour unpaid lunch)

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

 

Job Description / Purpose:

This role will provide front-line support for the corporate office, answering phones, providing customer support and service, and performing daily administrative tasks to increase efficiency and ensure smooth day-to-day operations.

 

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 and gather pertinent customer information.

·         Schedule estimates for all Project Managers and issue email confirmation of appointments via our CRM system.

·         Assist with processing of Contracts and Purchase Orders for projects, ensuring all contracts are properly executed and returned to customers.

·         Create Project Folders for all awarded projects and ensure 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.

 

Many benefits available including Health, Dental, & Life Insurance Benefits Available on the first day of the month after one full month of employment

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