Administrative Assistant / Receptionist

HAIGHT ENGINEERING PLLC; Dover (NH); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Health insurance

Training & development

Job summary

Civilworks is seeking an Administrative Assistant/Receptionist to be the first point of contact for visitors and staff, delivering professional front-office support. You will assist multiple departments with communications, document preparation, and office coordination while contributing to newsletters and internal updates.

This entry-level role emphasizes organization, multitasking, and strong communication.

Qualifications

• Excellent written and verbal communication skills.
• Organization and attention to detail.
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.

Responsibilities

• Greet and assist visitors, vendors, and clients in a professional and courteous manner.
• Answer, screen, and direct incoming telephone calls; perform new project intake
• Take and distribute messages promptly and accurately
• Prepare, edit, proofread, and distribute correspondence, reports, forms, and other documents.
• Assist with filing, scanning, photocopying, and electronic record management.
• Maintain office supplies and submit orders as needed.
• Schedule meetings and reserve conference rooms.
• Assist with data entry and database maintenance.
• Support managers and department staff with routine administrative tasks.
• Prepare and distribute employee newsletters, company announcements, and internal communications.
• Pickup/receive and distribute incoming mail/packages and assist with outgoing mail as needed.
• Assist engineering and project teams with printing, copying, assembling, and preparing documents for project submittals.
• Assist with updating bulletin boards, employee communication platforms, and company contact lists.
• Help organize company events, employee recognition programs, and meetings.
• Maintain company templates and communication materials.
• Contribute to maintaining a safe and efficient work environment.
• Regular, reliable, on-site attendance is required.
• Ability and willingness to work overtime as required or requested
• Additional duties as assigned

Skills

Communication

Organization

Multitasking

Customer service

Education

High school diploma or equivalent

Associate degree or administrative coursework

Tools

Microsoft Office

Job description

Benefits

• 401(k)
• 401(k) matching
• Health insurance
• Training & development

Ready to build your future?

At Civilworks, you'll join a team that values hard work, collaboration, and continuous improvement.

As a growing, employee-owned company, we offer competitive compensation, career advancement opportunities, and the unique advantage of ownership through our Employee Stock Ownership Plan (ESOP).

When Civilworks succeeds, our employee-owners share in that success. We're committed to investing in our people and creating opportunities for employees to develop their skills, advance their careers, and make a meaningful impact on the communities we serve.

If you're looking for a rewarding career with a company that is building for the future, we invite you to apply and grow with us.

Job Objective

The Administrative Assistant/Receptionist serves as the first point of contact for visitors, clients, and employees while providing administrative support to various departments. This entry-level position is responsible for maintaining a professional front office environment, handling communications, assisting with document preparation, coordinating office activities, and supporting company communications such as newsletters and employee announcements.

Essential Functions

The following functions are considered essential to the successful performance of this position.

• Greet and assist visitors, vendors, and clients in a professional and courteous manner.
• Answer, screen, and direct incoming telephone calls; perform new project intake
• Take and distribute messages promptly and accurately
• Prepare, edit, proofread, and distribute correspondence, reports, forms, and other documents.
• Assist with filing, scanning, photocopying, and electronic record management.
• Maintain office supplies and submit orders as needed.
• Schedule meetings and reserve conference rooms.
• Assist with data entry and database maintenance.
• Support managers and department staff with routine administrative tasks.
• Prepare and distribute employee newsletters, company announcements, and internal communications.
• Pickup/receive and distribute incoming mail/packages and assist with outgoing mail as needed.
• Assist engineering and project teams with printing, copying, assembling, and preparing documents for project submittals.
• Assist with updating bulletin boards, employee communication platforms, and company contact lists.
• Help organize company events, employee recognition programs, and meetings.
• Maintain company templates and communication materials.
• Contribute to maintaining a safe and efficient work environment.
• Regular, reliable, on-site attendance is required.
• Ability and willingness to work overtime as required or requested
• Additional duties as assigned

Requirements

• High school diploma or equivalent required.
• Associate degree or administrative coursework preferred.
• Previous customer service, receptionist, office, or administrative experience preferred but not required.
• Excellent written and verbal communication skills.
• Organization and attention to detail.
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.