Administrative Assistant

Beals and Thomas, Inc.; Southborough (MA); On-site; USD 41,000 - 50,000; Part time

Benefits offered by this job

Health insurance

Dental insurance

401(k) plan

Paid time off

Job summary

Beals and Thomas, Inc. in Southborough, MA is seeking an Administrative Assistant to support the daily operations of its multi-disciplinary firm.

The role involves front-line reception, document management, logistical coordination, and admin support to engineers and surveyors. The ideal candidate has 3–5 years of administrative experience, strong MS Office and Adobe Acrobat skills, and the ability to manage multiple tasks accurately.

Qualifications

• 3–5 years of administrative experience in a civil engineering, AEC, or technical consulting environment.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat.
• Strong organizational and multitasking abilities with attention to detail.

Responsibilities

• Review, proofread, and format a variety of documents for proposals, client authorizations, observation reports, and letters.
• File, scan, and organize both digital and physical documents; manage printing and binding of large technical packages.
• Coordinate and distribute daily field assignments for survey crews; track safety assessments.

Skills

Admin experience

Organizational skills

Multitasking

Teamwork

Tools

Microsoft Office Suite

Adobe Acrobat

VantagePoint

Ajera

Job description

Southborough, MA | Part-time | Administration & Office Support

Beals and Thomas, Inc. (B+T) is seeking a highly organized, reliable, and detail-oriented Administrative Assistant to support the daily operations of its multi-disciplinary firm. B+T is a boutique consulting firm based in Massachusetts that has provided innovative land planning solutions since its inception. B+T takes pride in its dedication to preserving the integrity of the New England landscape through sound environmental design. The firm focuses on building enduring partnerships with the clients, regulators, and communities it serves while investing in team members and providing fulfilling career opportunities.

About the Position

This role is essential to the firm, providing front-line reception, document management, logistical coordination, and administrative support to the engineering and surveying teams. The position reports to the Chief Financial Officer, within the Administration / Office Support department. The ideal candidate thrives in a fast-paced, technical environment and stays comfortable juggling multiple priorities while maintaining a high level of accuracy and professionalism.

Key Responsibilities

Responsibilities and assignments may include, but are not limited to:

Document Management & Administrative Support

• Review, proofread, and format a variety of documents, including proposals, client authorizations, observation reports, and letters, to ensure consistency and compliance.
• File, scan, and organize both digital and physical documents.
• Assist with printing, binding, and assembling large technical document packages for submittals.
• Distribute final documents via FedEx, USPS, certified mail, or hand delivery.
• Track and manage monthly in-house expenses.
• Perform data entry tasks, including spreadsheet updates, abutter label creation, and opening new opportunities in a project management system.
• Issue and track utility letters and certified abutter mailings, including preparing Certificates of Mailing.
• Coordinate and distribute daily field assignments for survey crews.
• Track and organize field staff safety assessments.
• Assist with vacation tracking and biweekly Principal and Associate (P&A) updates.

Project, Meeting & Staff Support

• Schedule and coordinate staff meetings, client meetings, and internal reminders.
• Assist with onboarding tasks for new hires, including welcome materials and orientation logistics.
• Support engineers, surveyors, and other staff with administrative aspects of project and client work.
• Create exhibits and visuals for proposals, presentations, and displays.
• Provide invoice assistance, including preparing and mailing final invoices.

Event, Conference & Marketing Support

• Prepare conference and job fair kits and maintain necessary materials for off-site events.
• Assist in coordinating Lunch and Learn sessions and training events.
• Assist with corporate website updates and social media account postings.

Office Operations

• Greet clients, vendors, and visitors in a professional and friendly manner.
• Answer and direct incoming phone calls.
• Maintain office and kitchen supplies.
• Run occasional office errands, including trips to the bank and post office.

Requisite Skills and Experience

• 3 to 5 years of administrative experience, preferably in a civil engineering, AEC (Architecture/Engineering/Construction), or technical consulting environment; marketing experience is also beneficial.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat.
• Strong organizational and multitasking abilities with attention to detail.
• Ability to prioritize tasks, meet deadlines, and work independently and as part of a team.
• Familiarity with engineering documentation and terminology is a plus.
• Experience with VantagePoint, Ajera, or other project management software preferred.
• Ability to learn new software and office systems quickly.
• Professional demeanor and discretion in handling confidential information.
• Experience with corporate website updates and social media accounts preferred.
• Experience with Adobe Photoshop, Illustrator, or InDesign preferred.

Job Type

Part-time (Monday – Friday, ideally between 9:00 AM – 3:00 PM, approximately 30 hours per week, negotiable); non-exempt; hourly.

Corporate Identity

B+T's vision is to be a leading provider of site civil engineering, land surveying, landscape architecture, environmental planning, and wetland science services in New England. The firm's reputation and success are a direct result of its talented team and their commitment to its vision, mission, and values.

B+T's values are to establish enduring partnerships with the clients, regulators, and communities it serves, while providing positive contributions to society, investing in team members, and providing fulfilling career opportunities. The firm values its team's professionalism, integrity, responsiveness, focus on client satisfaction, and delivery of superior services and solutions.

The projects we work on shape many Massachusetts communities. We aim to deliver high-quality, sustainable solutions that respect the environment and exceed client expectations.

Compensation, Benefits, and Culture

B+T is offering highly competitive compensation. Compensation will be commensurate with years of experience and proven responsibility. B+T prioritizes internally equitable and externally competitive compensation and benefits. We expect the non-exempt, hourly pay range for this position to be ($29.50 – $36.50) commensurate with skills and experience.

We offer a comprehensive benefits package including company-sponsored health and dental insurance, long-term and short-term disability insurance, and 2X annual salary life insurance for eligible employees. Also included are paid sick time, holidays, and vacation days, plus a 401(k) plan with company match. Employees are additionally provided with continuing education and professional development assistance.

Our corporate culture promotes internal advancement opportunities, encourages, and supports dedicated and engaged staff in achieving their career goals, and values diverse perspectives and contributions by all employees. We endeavor to create a connected workplace through regular virtual and in-person company events.

B+T is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

Applicants must be eligible for employment in the USA without sponsorship, have a valid Massachusetts Driver’s License, and pass a background check.

A Note to Third Party Recruiters

B+T coordinates all recruiting and hiring at the firm. B+T does not accept unsolicited resumes from third-party recruiters, staffing agencies, or related firms. Resumes are only accepted if a signed agreement is in place. All unsolicited resumes will be considered the property of B+T. B+T is not responsible for any fees related to unsolicited resumes.