Administrative Assistant

RCAP Solutions, Inc.; Worcester (MA); On-site; USD 42,000 - 54,000; Full time

Job summary

RCAP Solutions, Inc. is seeking an Administrative Assistant to serve as the face of the organization, manage front desk operations, and provide essential support to the Administration and Operations department.

The role emphasizes professional customer service, confidentiality, and collaboration with both technical and non-technical staff. The position requires multitasking, strong clerical skills, MS Office proficiency, and bilingual abilities (Spanish/English preferred).

Qualifications

• Minimum 2+ years in administrative, front desk, receptionist, or customer service role.
• Demonstrated ability to multitask, prioritize tasks, and stay organized in a fast-paced, client-facing environment.
• Proven experience operating multi-line phone systems and managing high call volumes.
• Strong clerical and administrative skills, including accurate data entry, record-keeping, and document management.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook, along with administrative software systems.
• Strong analytical, troubleshooting, organizational, and problem-solving skills with the ability to manage multiple priorities and provide excellent customer service.
• Excellent verbal and written communication skills with the ability to collaborate effectively with technical and non-technical staff, vendors, and external partners.
• Excellent time management, organizational, and communication skills.
• Highly motivated self-starter.
• Possess a high level of attention to detail and accuracy. Able to maintain confidentiality.
• Excellent attention to detail, organizational skills, and the ability to handle multiple projects simultaneously.
• Encourage a positive work environment that is inclusive and supportive of change.
• Ability to work independently or in a team environment with minimal supervision.
• Create a safe, supportive environment for all clients and visitors, along with maintaining excellent customer service skills.
• Bilingual required; Spanish/English preferred.

Responsibilities

• Coordinate office supply requests and completion.
• Maintain and update inventory tracking spreadsheet for all supplies and equipment.
• Work with Finance on purchase orders for all supplies and equipment.
• Manage supply stocking throughout the office. Distribute Kafe supplies and office supplies on both floors.
• Assist with the assembly of basic office equipment, following instructions and quality control standards.
• Support the Front Desk team to always ensure additional support.
• Assist with the setting up of new employees, including preparation of workstations and office supplies.
• Provide assistance to walk-in clients using RCAP's Language Access Plan (LAP) service.
• Manage appointment scheduling and maintain calendars for conference rooms and shared spaces.
• Manage mail distribution of all incoming and outgoing mail to their respective departments.
• Organize and maintain electronic and physical filing for front desk records and administrative documentation.
• Support internal events such as holiday parties, all-staff meetings, organizational events, and other organizational functions.
• Assist and back up the front desk as needed.
• Provide support to program staff and management with special projects or administrative tasks as needed.
• Maintain integrity and confidentiality of clients' files and records.
• Lead with Integrity, Empathy, Empowerment, Pride, and Passion as Part of our Community with a Commitment to a Better Tomorrow.
• Encourage a positive work environment that is inclusive and supportive of change.
• Other duties as assigned by supervisor.

Skills

Multitasking

Multi-line phone systems

Data entry

Organization

Customer service

Bilingual - Spanish/English

Education

High School diploma

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Administrative software systems

Job description

Position Summary

The Administrative Assistant serves as the face of the organization, providing a professional first impression. This position is responsible for managing all front desk operations while upholding established protocols and delivering exceptional customer service. This role provides key administrative support to ensure the smooth and efficient functioning of the Administration and Operations department.

Key Responsibilities

• Coordinate office supply requests and completion.
• Maintain and update inventory tracking spreadsheet for all supplies and equipment.
• Work with Finance on purchase orders for all supplies and equipment.
• Manage supply stocking throughout the office. Distribute Kafe supplies and office supplies on both floors.
• Assist with the assembly of basic office equipment, following instructions and quality control standards.
• Support the Front Desk team to always ensure additional support.
• Assist with the setting up of new employees, including preparation of workstations and office supplies.
• Provide assistance to walk-in clients using RCAP's Language Access Plan (LAP) service.
• Manage appointment scheduling and maintain calendars for conference rooms and shared spaces.
• Manage mail distribution of all incoming and outgoing mail to their respective departments.
• Organize and maintain electronic and physical filing for front desk records and administrative documentation.
• Support internal events such as holiday parties, all-staff meetings, organizational events, and other organizational functions.
• Assist and back up the front desk as needed.
• Provide support to program staff and management with special projects or administrative tasks as needed.
• Maintain integrity and confidentiality of clients' files and records.
• Lead with Integrity, Empathy, Empowerment, Pride, and Passion as Part of our Community with a Commitment to a Better Tomorrow.
• Encourage a positive work environment that is inclusive and supportive of change.
• Other duties as assigned by supervisor.

Experience Requirements

• Minimum of 2+ years of experience in an administrative, front desk, receptionist, or customer service role.
• Demonstrated ability to multitask, prioritize tasks, and stay organized in a fast-paced, client-facing environment.
• Proven experience operating multi-line phone systems and managing high call volumes.
• Strong clerical and administrative skills, including accurate data entry, record-keeping, and document management.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook, along with administrative software systems.
• Strong analytical, troubleshooting, organizational, and problem-solving skills with the ability to manage multiple priorities and provide excellent customer service.
• Excellent verbal and written communication skills with the ability to collaborate effectively with technical and non-technical staff, vendors, and external partners.
• Excellent time management, organizational, and communication skills.
• Highly motivated self-starter.
• Possess a high level of attention to detail and accuracy. Able to maintain confidentiality.
• Excellent attention to detail, organizational skills, and the ability to handle multiple projects simultaneously.
• Encourage a positive work environment that is inclusive and supportive of change.
• Ability to work independently or in a team environment with minimal supervision.
• Create a safe, supportive environment for all clients and visitors, along with maintaining excellent customer service skills.
• Bilingual required; Spanish/English preferred.

Education Requirements

• High School diploma or equivalent required.

Certifications or Licensures

• Valid Massachusetts Driver's license, insured vehicle, and the ability to travel locally.