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.