Tech-Savvy Admin & Operations Specialist

Coneco Engineers & Scientists, Inc.; Bridgewater (MA); On-site; USD 42,000 - 56,000; Full time

Job summary

Coneco Engineers & Scientists, Inc. is seeking a highly organized Administrative Assistant to provide administrative and operational support across the organization.

This cross-functional role works closely with the Operations Manager, HR Manager, Principals, Project Managers, and staff to keep schedules, records, and processes organized and moving forward. The role involves supporting multiple departments, developing SOPs, managing laboratory inventory, and coordinating project and HR

Qualifications

• 3+ years of administrative, office coordination, or similar experience preferred.
• Experience in a professional office environment strongly preferred.
• Experience supporting multiple departments, managers, or senior leaders is a plus.
• Strong technical aptitude with the ability to learn and navigate new software quickly.
• Proficiency with Microsoft Excel, Outlook, Word, SharePoint, Teams, and Microsoft 365.
• Experience with Deltek Vantagepoint or another ERP/project management system is highly preferred.
• Excellent organizational and time-management skills.
• Strong attention to detail and commitment to accuracy.
• Ability to manage multiple priorities and shift between different types of responsibilities throughout the day.
• Strong written and verbal communication skills.
• Ability to work independently while collaborating effectively with employees at all levels of the organization.
• Strong follow-through and willingness to take ownership of assigned responsibilities.
• Ability to handle confidential and sensitive information appropriately.
• Comfortable asking questions, learning new processes, and taking initiative.
• Ability to recognize when something needs attention and proactively work toward a solution.

Responsibilities

• Provide day-to-day administrative support to the Operations Manager, HR Manager, department Principals, Project Managers, and other staff as needed.
• Assist with general office organization and recurring administrative responsibilities across departments.
• Maintain organized electronic files, records, spreadsheets, trackers, templates, and shared resources.
• Prepare, format, update, and organize documents, reports, spreadsheets, correspondence, and other business materials.
• Coordinate meetings, schedules, internal communications, and other administrative activities.
• Assist with ordering and maintaining office supplies and materials.
• Help identify administrative needs and follow assigned tasks through to completion.
• Serve as a flexible administrative resource when additional support is needed within a department.
• Provide occasional backup coverage for the reception/front desk, including answering and directing incoming calls, greeting visitors, receiving deliveries, and assisting with general reception responsibilities as needed.
• Assist with scheduling, organizing, maintaining, and communicating ER schedules and related staffing information.
• Monitor schedules for changes, conflicts, or missing information and communicate updates to the appropriate team members.
• Maintain operational trackers, calendars, schedules, and shared resources.
• Assist with coordinating company logistics and other operational needs.
• Support the organization and management of company equipment, materials, and resources.
• Organize and maintain laboratory inventory and associated records.
• Monitor inventory levels and assist with coordinating the replenishment of supplies and materials.
• Maintain accurate inventory lists and tracking systems.
• Help ensure laboratory materials and supplies are properly organized, documented, and readily accessible to staff.
• Serve as a backup for new project setup and other project administration functions.
• Assist with entering and maintaining project information within Deltek Vantagepoint.
• Support Project Managers and department staff with administrative project needs.
• Assist with maintaining project documentation, work order information, purchase orders, and other project-related records.
• Help ensure project information is complete, accurate, and appropriately organized.
• Provide backup administrative support for project coordination processes as needed.
• Assist with developing, documenting, and maintaining Standard Operating Procedures (SOPs) for recurring administrative and operational processes.
• Work with managers and department leaders to document workflows and establish consistent administrative procedures.
• Maintain organized SOPs, templates, forms, checklists, and process documentation within Microsoft SharePoint and other shared company resources.
• Identify opportunities to streamline administrative processes and improve organization, consistency, and efficiency.
• Assist with implementing new administrative processes, systems, and technology as the company's needs evolve.
• Provide administrative assistance to the HR Manager as needed.
• Assist with employee records, forms, spreadsheets, training documentation, and other HR administrative tasks.
• Support onboarding and offboarding coordination, including communication with internal departments regarding employee setup needs.
• Assist with organizing employee certifications, licenses, training records, and other documentation.
• Maintain appropriate confidentiality when working with employee or company-sensitive information.
• Strong technology skills are essential for success in this position.
• The ideal candidate will be comfortable using technology to organize information, maintain accurate records, create efficient workflows, and improve administrative processes.
• Strong Microsoft Excel skills are particularly important, including confidently working with spreadsheets, sorting and filtering data, formulas, formatting, and maintaining detailed trackers.

Skills

Organization

Communication

Multitasking

Technology aptitude

Tools

Deltek Vantagepoint

Microsoft Excel

Microsoft SharePoint

Microsoft Outlook

Microsoft Word

Microsoft Teams

Microsoft 365

Adobe Acrobat

Job description

Coneco Engineers & Scientists, Inc. is seeking a highly organized Administrative Assistant to provide administrative and operational support across the organization.

This cross-functional role works closely with the Operations Manager, HR Manager, Principals, Project Managers, and staff to keep schedules, records, and processes organized and moving forward. The role involves supporting multiple departments, developing SOPs, managing laboratory inventory, and coordinating project and HR