Executive & Admininistrative Assistant

Cape Associates, Inc.; Yarmouth (MA); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Health, Dental, and Voluntary Life

401(k) and profit-sharing

Paid Family & Medical Leave

Paid Time Off

Holidays

Bi-Annual Bonuses

Employee Recognition Programs

Job summary

Cape Associates, Inc. in Yarmouth, MA is seeking an organized Office Administrator to greet clients, manage phones, and support IT troubleshooting. This role includes mail handling, scheduling, and basic project-file management to keep daily operations running smoothly.

You will coordinate supplies, calendar events, and document workflows using Foundation software, ensuring accuracy and timely completion of tasks in a fast-paced environment.

Qualifications

• Excellent customer service and communication skills.
• Adaptable to a fast-paced office environment.
• Strong time management and organizational abilities.
• Able to troubleshoot IT issues with calm under pressure.
• Maintain professional conduct and discretion in a busy setting.
• Excellent typing skills and attention to detail.
• Proficient with Microsoft Word, Excel, and Outlook.

Responsibilities

• Greet clients at the Reception Desk and manage calls.
• Assist with IT troubleshooting for computers, Wi‑Fi, and phone system.
• Handle mailing/shipping and coordinate mailings.
• Order office supplies and maintain general office upkeep.

Skills

Customer service

Adaptable

Time management

Troubleshooting IT

Professional conduct

Organizational skills

Office equipment

Task prioritization

Willing to learn

Phone system knowledge

Microsoft Word

Microsoft Excel

Microsoft Outlook

Typing skills

Tools

Office equipment

Foundation software

Job description

Benefits

• Health, Dental, and Voluntary Life (50% company contribution for first 2 years, then 75%) eligible after 90 days of employment An additional $50,000 life insurance policy (paid by Cape Associates)
• 401(k) and profit-sharing retirement plan
• Paid Family & Medical Leave through private insurer Employee Referral program Paid Time Off Paid
• Holidays Bi-Annual Bonuses Employee Recognition Programs

Required Skills

• Excellent customer service
• Flexible and adaptable to a high-pace work environment
• Excellent time management
• Ability to trouble-shoot quickly and effectively
• Ability to maintain professional conduct under pressure
• Superior organizational skills
• Basic to thorough knowledge of office electronics - printers, copier, fax, scanner, etc.
• Ability to prioritize when given multiple tasks
• Desire to learn outside of current skillset
• Must be knowledgeable in many aspects of technology and phone system
• Resourceful, creative, and intuitive
• Must have excellent typing skills
• Must have knowledge in Microsoft Word, Excel, and Outlook.

Responsibilities

• Reception Desk/Office Management Greeting clients and answering phone calls
• Help to trouble-shoot IT issues including computers, Wi-Fi, phone system
• Mailing & shipping: receive, open and distribute mail; prepare mailings and shipments as needed
• Office supply ordering Organization of office - general upkeep, schedule cleaners, routine maintenance, etc.
• Meeting coordination (calendar management) Order tracking
• New Customer Intakes Electronically File in Project Manager?s folder
• Schedule as requested Fill out Client Information in new Budget in file Track progress for master intake file
• If becomes a Project - Create/Send to Project Manager and open in Foundation software Invoicing and Billing Time and Material Worksheets for Project Manager review
• Document Imaging, weekly Accounts Receivable report Invoice for client once approved: Times and Materials (T&M), Fixed-Price contracts (FP), and American Institute of Architects documents (AIA)
• Job budget updates-Foundation software Create Contact Card for PM Permits/Town applications/Utilities
• Prepare, submit, and track permit applications, Conservation Requests for Determination of Applicability (RDA), Notices of Intent (NOI), and other municipal approvals through issuance Utilize municipal online portals to monitor status, schedule inspections, and ensure timely project compliance
• Obtain Homeowners Consent Forms Utility Requests (Disconnects & Reconnects) Water/Electric/Gas Prepare Historic/Conservation/Zoning, etc. applications
• Estimating/Budget Support Exaktime reports and approvals Budget updates, review budget for cost savings, prepare Change Orders Gather sub and vendor quotes Assist with client selections

Physical Requirements

This is largely a sitting role; however, some standing and movement is required. This includes the ability to lift files, open filing cabinets and bend