Administrative Assistant

Heritage Home Service; Wilmington (MA); On-site; USD 28,000 - 34,000; Full time

Job summary

Heritage Home Service in Boxborough, MA is seeking an Administrative Assistant to support the Office Administrator across People Operations, Accounting, and Office Management. You will report to the Office Manager and assist in IT, Business Operations, and Customer Success as needed.

The role involves handling onboarding/offboarding, payroll compliance, vendor coordination, IT asset management, and general administration to keep operations efficient.

Qualifications

• Prior experience in an administrative assistant, office support, or related role preferred.
• Strong organizational and multitasking skills.
• Attention to detail and accuracy.
• Proficiency in Microsoft Office Suite.
• Good written and verbal communication skills.
• Ability to handle sensitive information with confidentiality.
• Basic knowledge of accounting is a plus.
• IT/technology support experience is a plus.
• Customer service experience is a plus.

Responsibilities

• Assist with onboarding for new employees.
• Support employee offboarding tasks and compliance follow‑up.
• Help maintain office communications and compliance boards.
• Document and track Worker's Comp Claims and coordinate with Regional Employee Services.
• Respond to general employee inquiries and escalate as needed.
• Support payroll compliance documentation for the Office Administrator and General Manager.
• Assist Accounts Receivable follow‑up for accounts under 90 days old.
• Process and track Employee Expense Reports and assist with deposits.
• Coordinate vendor relationships and general office supplies.
• Assist with vehicle registration coordination and fleet maintenance reports.
• Support IT equipment ordering, distribution, and basic location IT support.
• Track financing programs and licensing renewal documentation.
• Provide customer service during business hours and support fleet management.

Skills

Organizational skills

Multitasking

Microsoft Office

Communication skills

Confidentiality

Attention to detail

Customer service

Education

Basic knowledge of accounting

Job description

Overview

Join the Heritage Home Serviceteam as an Administrative Assistant in Boxborough, MA!

As the Administrative Assistant, you will support the Office Administrator in efficiently managing and administering various aspects of our cross-functional business operations. Reporting directly to the Office Manager, you will provide hands‑on support in areas such as People Operations, Accounting, and Office Management, with additional involvement in IT, Business Operations, and Customer Success as needed.

Heritage Home Service has been delivering trusted home comfort solutions across the Boston Metro West area since 1990. We provide top‑tier plumbing, heating, cooling, electrical, and water filtration services. We proudly serve communities including Acton, Boxborough, Westford, Concord, Sudbury, Lexington, and more!

Responsibilities:

Employee Support:

• Assist with new hire orientation and help ensure a smooth onboarding experience for new employees.
• Support employee offboarding tasks, including equipment collection and system compliance follow‑up.
• Help maintain office communications and compliance boards.
• Assist in documenting and tracking Worker's Comp Claims, coordinating with Regional Employee Services as directed.
• Respond to general employee inquiries and elevate as needed.
• Support payroll compliance documentation for the Office Administrator and General Manager.

Accounting Support:

• Assist with Accounts Receivable follow‑up for accounts under 90 days old.
• Help process and track Employee Expense Reports.
• Support cash and bank deposit handling.

General Office Management and Administrative Support:

• Help coordinate vendor relationships and facility‑related matters.
• Order and maintain general office supplies.
• Assist with vehicle registration coordination for the location.
• Track permitting requests and help report compliance status to service managers or field supervisors.
• Help schedule fleet repairs and maintenance.
• Support leadership in planning and executing employee events.
• Assist with uniform inventory tracking and compliance.
• Perform other duties as assigned.

IT/Technology Support:

• Help order, distribute, track, and manage IT equipment and assets (laptops, PCs, printers, iPads, phones, and other technology).
• Assist in coordinating IT support requests and equipment repairs.
• Support account setup within primary programs based on new hire roles.
• Provide basic location‑based IT support.

Business Operations Support:

• Assist with tracking financing programs.
• Support licensing renewal and apprenticeship registration documentation with the State and US Department of Labor.
• Provide customer service during business hours as needed.
• Support of fleet management, memberships, and accounts receivables.

Qualifications:

• Prior experience in an administrative assistant, office support, or related role preferred.
• Strong organizational and multitasking skills.
• Attention to detail and accuracy.
• Proficiency in Microsoft Office Suite.
• Good written and verbal communication skills.
• Ability to handle sensitive information with confidentiality.
• Basic knowledge of accounting principles is a plus.
• IT/technology support experience is a plus.
• Customer service experience is a plus.

Compensation: $20-$25 / hour

Location: Boxborough, MA

Heritage Home Service is an equal opportunity employer committed to providing a workplace free from discrimination and harassment. We value diversity and do not discriminate based on race, color, religion, sex, national origin, age, disability, or any other protected characteristic. All qualified applicants will receive consideration for employment.

Additional Information Pre‑employment background check and drug screening may apply, subject to local laws.