Job Description
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.