Office Support Specialist

2 weeks ago

Windsor Mill, United States New England Lab Full time
Job Overview

Salary:

About New England Lab

For over 25 years, New England Lab has been at the forefront of providing laboratory furniture systems that facilitate groundbreaking discoveries and scientific progress across various sectors, including pharmaceutical research and life sciences. As a reputable full-service specialty sub-contractor, we take pride in our contributions to leading universities, biotech firms, government agencies, and medical research facilities throughout the Northeast, Mid-Atlantic, and Carolinas.

Position Summary

New England Lab is in search of an Office Support Specialist to oversee the flow of information within our Baltimore office. This role encompasses a variety of administrative, sales, estimating, and project management tasks, ensuring effective communication and detailed documentation to support our team and clients.

The ideal candidate will be self-driven and meticulous, valuing both internal and external customer service. This is a full-time, in-office position reporting directly to the Regional Operations Manager, with standard business hours from 8 a.m. to 5 p.m., Monday through Friday.

Key Responsibilities

  • Manage incoming calls, qualifying inquiries and directing them to the appropriate personnel or taking messages as needed.
  • Prepare the office for daily operations, including managing lights, printers, and climate control.
  • Handle incoming mail and packages, ensuring proper sorting and distribution, and manage shipping supplies.
  • Maintain an inventory of office supplies, ensuring the office is well-stocked at all times.
  • Assist sales, estimating, and project management teams with document coordination, including proposals and project packages.
  • Support project management in scheduling deliveries and tracking materials through packing slips.
  • Organize and file incoming packages and deliveries, ensuring proper documentation in electronic project folders.
  • Keep marketing materials organized and up-to-date, reordering as necessary.
  • Foster and maintain positive customer relations.
  • Communicate and distribute updates from vendors and marketing, including sales literature and product data sheets.
  • Engage with vendors regarding bid plans and requirements.
  • Research and arrange travel logistics as required.
  • Participate in various meetings as necessary.

Required Skills & Qualifications

  • A minimum of 3 years of experience in an administrative or support role within the construction industry or a related field.
  • Dependable and responsible.
  • Strong work ethic and self-motivated.
  • Ability to manage information, schedules, and workloads effectively.
  • Highly organized with the ability to prioritize tasks appropriately.
  • Professional and clear communication skills.
  • Excellent administrative capabilities.
  • Experience managing multiple phone lines.
  • Proficient in MS Office Suite (Word, Excel, Outlook, Access, PowerPoint).
  • Enthusiastic and positive attitude towards work and responsibilities.

This position requires constant use of computers and office machinery, involving repetitive motions of the wrists, hands, and fingers. Occasional movement within the office may be necessary to access file cabinets and other equipment.

Disclaimer

This job description is intended to provide a general overview of the position and is not exhaustive. Responsibilities may evolve, and all personnel may be required to perform duties outside of their normal responsibilities as needed.

Benefits
We offer growth opportunities for motivated professionals along with a comprehensive compensation package that includes dental, medical, and vision insurance, pre-tax health and dependent care accounts, 401K employer matching, paid holidays, and vacation time.

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