Administrative Assistant

Administrative Assistant

Job Family: Operations
Job Function: Administration
Direct Reports: N/A
FLSA Status: Hourly, Non‑Exempt

Position Summary

The Administrative Assistant is responsible for supporting the New England office through a variety of critical activities, including report review and submission, scheduling support, accurate filing of project documentation, and daily support of field technicians to enable high‑quality customer service.

Key Accountabilities

Own the administrative and financial processes, including accounts receivable (AR), invoicing, payroll support, certificates of insurance (COIs), and waiver management

Maintain organized and accurate project documentation and filing systems

Track company assets, ensuring proper documentation, accountability, and maintenance follow‑up

Provide professional communication and support to internal teams and external customers

Perform other duties as assigned by management

Position-Specific Requirements

Knowledge, Skills, Experience, and Attributes:

High school diploma required

Exposure to or ability to learn systems such as Microsoft Word, Microsoft Excel, Adobe, Dropbox, and Salesforce

Experience in the construction industry is a plus

Ability to prioritize, multitask, and meet strict deadlines

Strong analytical and reasoning skills

Excellent communication, organization, and time management skills

Proactive approach to problem‑solving in a fast‑paced environment

Ability to work and think independently with minimal supervision

Detail‑oriented and self‑motivated

Strong work ethic, desire to learn, and ability to follow SOPs

Dependable, responsible, and accountable

Working Conditions

This role is primarily based in an office environment with regular interaction with field technicians, project teams, and customers. The position requires extended periods of sitting and working at a computer while managing multiple systems. Occasional visits to job sites may be required to support field operations, which may involve exposure to active construction environments, varying weather conditions, noise levels, and the use of personal protective equipment (PPE).

About the Job

You are organized, reliable, and thrive in a fast‑paced environment where details matter. As an Administrative Assistant, you will support the New England office by keeping projects organized, schedules on track, and field technicians equipped to serve customers. Your work helps ensure smooth operations and a consistent, high‑quality customer experience.

What You’ll Be Doing

Support project teams and field technicians through scheduling coordination and daily operational needs

Review and submit operational reports, ensuring accuracy and alignment with customer billing requirements

Assist with administrative and financial processes, including AR, invoicing, payroll support, COIs, and waiver management

Maintain organized and accurate project documentation and filing systems

Track company assets and support accountability and maintenance follow‑up

Provide professional communication and support to internal teams and external customers

What We’re Looking For

High school diploma required

Experience in construction or field service environments is a plus

Exposure to Microsoft Office, Adobe, Dropbox, Salesforce, or similar systems preferred

What You’ll Need for Success

Strong organizational skills with attention to detail

Ability to prioritize, multitask, and meet deadlines

Clear communication skills and a customer‑focused mindset

Proactive problem‑solving skills

Ability to work independently with minimal supervision

If you feel you do not have all the experience listed above but believe you are qualified, we encourage you to apply or share this opportunity with your network