Part-Time Administrative Coordinator (On-Site)

EMCOR Group; Palmer (MA); On-site; USD 30,000 - 37,000; Part time

Job summary

New England Mechanical Services, Inc. in Palmer, MA is seeking a part-time Administrative Assistant to work on-site. This 4-day-per-week role runs 9:00am–2:00pm with flexibility on the weekly schedule.

The ideal candidate is proactive, service-oriented, and capable of handling multiple priorities in a fast-paced environment while maintaining confidentiality and professionalism. Responsibilities include scheduling, document management, front-office support, and cross-department assistance, with

Qualifications

• High school diploma or GED required; Associate degree in Business Administration, Office Management, or a related field preferred.
• 2–5 years of administrative, office coordination, executive support, or related experience preferred.
• Experience supporting multiple departments and managing competing priorities in a fast-paced environment.
• Experience with scheduling, document management, accounts payable support, and office operations preferred.

Responsibilities

• Serve as a primary point of contact for administrative requests and inquiries from leadership and employees.
• Provide support for employees regarding administrative processes and office-related needs.
• Assist with special projects and perform additional duties as assigned.
• Organize and schedule meetings, appointments, and company events.
• Maintain calendars, review schedules, and coordinate reminders.
• Prepare meeting materials and record and distribute meeting minutes.
• Create and maintain correspondence, forms, reports, and other business documents.
• Manage filing systems, document scanning, and record retention activities.
• Maintain and update company licensing records and license tracking lists.
• Prepare and submit expense reports and supporting documentation.
• Coordinate requests for checks related to permits, licenses, and office expenses.
• Process and route receivable checks.
• Scan and submit purchase orders and supporting documentation to Accounts Payable.
• Process fleet repair receipts and distribute documentation to appropriate departments.
• Answer, screen, and route incoming telephone calls.
• Welcome visitors and provide professional front-office support.
• Assist in creating and distributing internal communications and company newsletters.
• Receive, sort, and distribute incoming mail.
• Prepare outgoing mail and coordinate post office deliveries.
• Create shipping labels and coordinate UPS and other carrier shipments.
• Order and maintain office supplies and inventory.
• Coordinate uniform ordering and inventory management.
• Schedule office equipment maintenance and copier service.
• Submit and monitor facility maintenance requests.
• Maintain kitchen supplies and support a clean, organized office environment.
• Coordinate company meetings, safety meetings, employee events, and recognition programs.
• Maintain project trackers, job lists, and operational reports.
• Update annual on-call schedules and employee contact directories.
• Assist with shipping, receiving, and delivery activities.
• Coordinate vendor services, including roll-off dumpster and scrap metal pickups.

Skills

Microsoft Office

Outlook

Time management

Communication

Confidentiality

Customer service

Organizational skills

Education

High school diploma or GED

Associate degree in Business Administration

Job description

New England Mechanical Services, Inc. in Palmer, MA is seeking a part-time Administrative Assistant to work on-site. This 4-day-per-week role runs 9:00am–2:00pm with flexibility on the weekly schedule.

The ideal candidate is proactive, service-oriented, and capable of handling multiple priorities in a fast-paced environment while maintaining confidentiality and professionalism. Responsibilities include scheduling, document management, front-office support, and cross-department assistance, with