Office Administrator

Seeking an Administrative Office Assistant Our Mission We are a results-oriented HVAC project management company. Although we are a relatively young company, having been established in 2023, our team has decades of project management experience. Our expertise lies in steering and building teams that excel in executing complex HVAC mechanical projects, including office fit outs, lab designs, restaurant installations and institutional ventures across New England. The Impact You'll Make We are seeking a self-motivated, administrative assistant who will be a crucial and valued member of our rapidly growing team and help contribute to our growing successes. This position supports our project management team, from the start to finish of each project awarded. You will be critical in helping set up project folders to be shared & used by the team, assisting in drafting Subcontractor Contracts, processing & tracking the project Insurance Certificates and assisting with projects closeouts. Managing email correspondences. This position also serves as an assistant to our owner/president, by managing calendar of events, meetings and occasionally booking travel reservations. As we are a small but growing company, you will have the opportunity for career growth if you have further ambitions toward estimating, accounting, and/or project management.

Responsibilities and Duties:

• Set up New Project Folders on our shared computer network. Inputting relevant contract information, transferring in: Plans & drawings, Subcontractors Bid Quotes, & project schedules etc.
• Writing & Emailing Purchase orders to Vendors and Subcontractors by updating our Contract Template with all relative project information.
• Process Certificates of Insurance (COI): Provide our project COIs to the General Contractors and project owners, as well as manage & keep track of our Subcontractors COIs for each project. Work with our Insurance Carriers to complete our annual insurance audit.
• Assist Project Managers with required

Project Close-outs:

Draft Letters of Warranty, Gather Project Manuals and As Built Drawings.

• Order & Replenish of Office Supplies & Equipment; process Deliveries.
• On occasion, willingness to assist the Estimating department with the downloading & printing of quotes to meet project deadlines.
• Assist in Accounting with monthly billings, on occasion and if needed.
• Assistant to our owner/president; Adding Meetings & Events to his calendar and occasionally booking travel, hotel & restaurant reservations.
• Manage Email correspondence in a professional and timely manner.

Qualifications:

• Minimum 2 years' experience in an office or retail setting.
• Proficient Computer Skills; Microsoft Office, Word, Excell proficient, Blue Beam or Adobe helpful, Confidence in your ability to learn new computer programs.
• Self-Motivated is a must.
• Ability to recognize & offer assistance when and where needed.
• Must be able to lift 20lbs, to assist with office deliveries.
• Team Player, positive energy with the ability to multi-task and seamlessly go from one task to another.
• Must like dogs ( One of our team members is a 7yr old, medium sized dog)

Benefits:

• Salary Package; $50,000 to $60,000 per year ( based on experience)
• Health Insurance
• Dental Insurance
• Paid time off
• Career Development

Work Hours:

Monday-Friday 8am - 4pm )_ ( preferred)_

Pay:

$50,000.00 - $60,000.00 per year

Benefits:

Dental insurance Health insurance Paid time off

Education:

High school or equivalent (Preferred)

Experience:

Office :

2 years (Preferred)

License/Certification:

Drivers License (Preferred) Ability to

Commute:

Buzzards Bay, MA 02532 (Required)

Work Location:

In person