Executive & Admininistrative Assistant

Benefits: Health, Dental, and Voluntary Life (50% company contribution

for first 2 years, then 75%) eligible after 90 days of employment An

additional $50,000 life insurance policy (paid by Cape Associates)

401(k) and profit-sharing retirement plan Paid Family & Medical Leave

through private insurer Employee Referral program Paid Time Off Paid

Holidays Bi-Annual Bonuses Employee Recognition Programs Required Skills Excellent customer service Flexible and adaptable to a high-pace work

environment Excellent time management Ability to trouble-shoot quickly

and effectively Ability to maintain professional conduct under pressure

Superior organizational skills Basic to thorough knowledge of office

electronics - printers, copier, fax, scanner, etc. Ability to prioritize

when given multiple tasks Desire to learn outside of current skillset

Must be knowledgeable in many aspects of technology and phone system

Resourceful, creative, and intuitive Must have excellent typing skills

Must have knowledge in Microsoft Word, Excel, and Outlook.

Responsibilities include: Reception Desk/Office Management Greeting

clients and answering phone calls Help to trouble-shoot IT issues

including computers, Wi-Fi, phone system Mailing & shipping: receive,

open and distribute mail; prepare mailings and shipments as needed

Office supply ordering Organization of office - general upkeep, schedule

cleaners, routine maintenance, etc. Meeting coordination (calendar

management) Order tracking New Customer Intakes Electronically File in

Project Manager?s folder Schedule as requested Fill out Client

Information in new Budget in file Track progress for master intake file

If becomes a Project - Create/Send to Project Manager and open in

Foundation software Invoicing and Billing Time and Material Worksheets

for Project Manager review Document Imaging, weekly Accounts Receivable

report Invoice for client once approved: Times and Materials (T&M),

Fixed-Price contracts (FP), and American Institute of Architects

documents (AIA) Job budget updates-Foundation software Create Contact

Card for PM Permits/Town applications/Utilities Prepare, submit, and

track permit applications, Conservation Requests for Determination of

Applicability (RDA), Notices of Intent (NOI), and other municipal

approvals through issuance Utilize municipal online portals to monitor

status, schedule inspections, and ensure timely project compliance

Obtain Homeowners Consent Forms Utility Requests (Disconnects &

Reconnects) Water/Electric/Gas Prepare Historic/Conservation/Zoning,

etc. applications Estimating/Budget Support Exaktime reports and

approvals Budget updates, review budget for cost savings, prepare Change

Orders Gather sub and vendor quotes Assist with client selections

Physical Requirements This is largely a sitting role; however, some

standing and movement is required. This includes the ability to lift

files, open filing cabinets and bend