Executive & Administrative Assistant

Cape-Associates,-Inc.-1; Yarmouth (MA); On-site; USD 48,000 - 72,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Voluntary life insurance

401(k) and profit-sharing

Paid time off

Paid holidays

Bi-annual bonuses

Employee recognition programs

Job summary

Cape Associates is seeking an detail-oriented Office Manager to oversee front-desk operations and support project teams on a variety of administrative tasks.

The role involves coordinating meetings, handling IT troubleshoot requests, processing client intakes, tracking invoices and budgets, and ensuring smooth office operations on a busy site. Strong MS Office skills and excellent communication are essential.

Qualifications

• Excellent customer service skills and adaptability.
• Strong time management and prioritization abilities.
• Ability to troubleshoot IT issues quickly and effectively.
• Maintain professional conduct under pressure in a fast-paced office.
• Superior organizational skills with attention to detail.
• Basic to thorough knowledge of office electronics (printers, copier, fax, scanner).
• Proficient in Microsoft Word, Excel, and Outlook.
• Willingness to learn beyond current skillset.

Responsibilities

• Reception Desk/Office Management: greet clients, handle calls, coordinate meetings, manage calendar, order supplies, maintain office organization.
• New Customer Intakes: file in PM’s folder, schedule as requested, update client information.
• Invoicing and Billing: prepare time and material worksheets, weekly AR reports, generate client invoices.
• Permits/Utilities: prepare and track permit applications, monitor municipal portals, ensure compliance.
• Estimating/Budget Support: review budgets, gather quotes, assist with selections.
• Physical Requirements: largely sitting role with occasional movement to manage files.

Skills

Excellent customer service

Flexible and adaptable

Excellent time management

Troubleshoot IT issues

Professional conduct under pressure

Superior organizational skills

Office electronics knowledge

Prioritization under multiple tasks

Willingness to learn new skills

Tech and phone system proficiency

Resourceful and creative

Typing and MS Office proficiency

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.