Executive & Administrative Assistant

Cape Associates; Yarmouth (MA); On-site; USD 40,000 - 54,000; Full time

Benefits offered by this job

Health & Dental

Life Insurance (50% 2y, 75% thereafter

401(k) & Profit Sharing

Paid Time Off

Paid Holidays

Bi-Annual Bonuses

Referral Program

Employee Recognition

Job summary

Cape Associates is seeking a proactive Receptionist/Office Manager to join our Yarmouth, MA team. The role encompasses front-desk duties, IT troubleshooting, mail and shipments, and office coordination.

You will support new client intakes, invoicing, and project-related administrative tasks. The position requires excellent communication, strong organizational skills, and comfort handling multiple tasks in a busy environment.

Qualifications

• Excellent customer service skills and a professional demeanor.
• Ability to adapt in a high-paced office setting.
• Strong time management and organizational abilities.
• Proficient troubleshooting of common IT and office tech issues.
• Ability to maintain composure and work effectively under pressure.

Responsibilities

• Greet clients and answer phones at the reception desk.
• Troubleshoot IT issues including computers, Wi‑Fi, and phone system.
• Manage mail, shipments, and office supply orders.
• Coordinate meetings and calendar management.
• Oversee new customer intakes and file setup.
• Assist with invoicing, billing, and budget support.
• Handle permits, town applications, and utility requests.
• Assist with budget updates and vendor quotes.
• Maintain office organization and routine maintenance tasks.

Skills

Customer service

High-paced environment

Time management

Troubleshoot IT issues

Professional conduct under pressure

Organizational skills

Office equipment

Prioritization

Willingness to learn

Tech-savvy

Typing skills

MS Word/Excel/Outlook

Tools

Office 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 include:

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 PM’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 PM and open in Foundation Program

Invoicing and Billing

• Time and Material Worksheets for PM review
• Document Imaging, weekly AR report
• Invoice for client once approved: T&M, FP, and AIA
• Job budget updates-Foundation
• 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 or stand, as necessary.