Job Information
Cape Associates, Inc. Administrative Assistant- Chatham Office (Training in Eastham) in Chatham, Massachusetts
The Administrative Assistant will provide support to members of the office, including Project Managers, by handling a variety of task in order to ensure that all interactions between Cape Associates and clients are positive and productive. The Administrative Assistant will be professional, attentive, and responsive, while having the ability to prioritize and multi-task.
Responsibilities :
Manage 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.
Create Contact Card for PM.
Office Supplies/Management
Kitchen/coffee/snacks/water.
Copier supplies.
Paper/pens, etc.
Petty Cash.
Manage general property maintenance contracts landscape/cleaning/dumpster removal.
Invoicing/Budgets
Time and Material Worksheets for PM review.
Invoice for client once approved.
Job budget updates-Foundation.
Weekly Chatham Team Meeting
Create Agenda for a productive meeting.
ExakTime: Crew Time Sheet Report.
ExakTime: PM Time Sheets Report.
Foundation: PM’s Job Status Report.
Update Intake status.
Manpower review for Chatham.
Other items as needed.
Permits/Town applications/Utilities
Prepare and track progress of building permit applications; follow up to issuance.
Obtain Homeowners Consent Forms.
Utility Requests (Disconnects & Reconnects)
Water/Electric/Gas
Prepare Historic/Conservation/Zoning, etc. applications.
Requirements:
Excellent customer service skills.
Flexible and adaptable to a high paced work environment.
Excellent time management skills.
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.
Resourceful, creative, and intuitive.
Must have excellent typing skills.
Must be proficient in Microsoft Word, Excel, and Outlook.
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.