Administrative Assistant | Cambridge, MA

POSITION DESCRIPTION

The Administrative Assistant plays an integral role in the day-to-day administrative operations at Acentech. In this role, you will be the first point of contact for our company, creating a positive and welcoming experience for our visitors, clients, and employees. You will also support various administrative tasks to ensure the smooth operation of our office.

Reports To:  Director of Finance

Salary: $25.00 – $30.00/hour

Hours: 20 hours per week with a flexible schedule

Duties and Responsibilities

• Greet and welcome guests as soon as they arrive at the office
• Direct visitors to the appropriate person and office
• Answer, screen, and forward incoming phone calls, ensuring professional telephone etiquette
• Receive, sort, and distribute daily mail and deliveries
• Maintains and updates postage meter, copiers and printers
• Oversees inventory, orders supplies for the Cambridge office as well as assists other offices with supply ordering
• Coordinates facilities work and repairs
• Act as the point of contact for cleaners, composting program, etc.
• Maintain kitchens, cleanliness, appliances (including refrigerators), coordinate maintenance and repairs as needed
• Keep the reception area and all common areas tidy and presentable
• Provide basic and accurate information in-person and via phone/email
• Participate in New Employee Orientation with HR
• Perform other clerical receptionist duties such as filing, photocopying, and scanning
• Perform data entry tasks in Vantagepoint (ERP system)
• Assist with various administrative tasks as needed
• Accounts Receivable follow up and send monthly statements to clients
• Help troubleshoot basic errors in ERP system
• Assist accounting team with spreadsheet data entry
• Organize physical accounting files
• Timesheet reminders and follow ups
• Lead Certificate of Insurance (COI) requests

Qualifications

• Bachelor’s degree or equivalent work experience
• Strong Customer Service mindset
• Excellent organizational and time management skills
• Strong written and verbal communication skills
• Familiarity with Microsoft Office Suite
• Familiarity with Deltek Vantagepoint is helpful
• Detail-oriented
• Ability to work independently and as part of a team
• Discretion and confidentiality

Physical Requirements

• Prolonged periods sitting or standing at a desk and working on a computer
• Must be able to lift up to 5 pounds at a time

Acentech fosters a highly collaborative environment, and we actively look for candidates that can further broaden and enrich our experience, perspective, and expertise. Acentech places a high value on a diverse workforce and encourages applications from all backgrounds. We value our culture and our staff and place a premium on work-life balance. We are extremely proud of being a 100% employee-owned firm.

Acentech is an equal opportunity employer and offers competitive salaries and outstanding benefits including three weeks of vacation for starting employees, 11 paid holidays, 2 weeks of paid sick leave, health and dental coverage that is 80% company paid including reimbursement for 100% of deductible costs, tuition reimbursement, 401(k), and many other benefits.