Administrative Assistant On-site

About Us

We offer single-source facilities services solutions, including engineering, design, installation, repair, maintenance and operations for commercial real estate, financial, healthcare, technology, educational, and industrial facilities.

Job Summary

New England Mechanical Services, Inc., is seeking a part-time Administrative Assistant to work on-site to support the Palmer, MA location. This is 4 days a week (25-29 hours), 9:00am-2:00pm in person with flexibility on the week schedule.

The ideal candidate is proactive, customer-service focused, and able to manage multiple priorities in a fast-paced environment while maintaining a high level of professionalism and confidentiality.

#nemsi

Essential Duties & Responsibilities

Administrative Support

• Serve as a primary point of contact for administrative requests and inquiries from leadership and employees.
• Provide support for employees regarding administrative processes and office-related needs.
• Assist with special projects and perform additional duties as assigned.

Scheduling & Coordination

• Organize and schedule meetings, appointments, and company events.
• Maintain calendars, review schedules, and coordinate reminders.
• Prepare meeting materials and record and distribute meeting minutes.

Documentation & Records Management

• Create and maintain correspondence, forms, reports, and other business documents.
• Manage filing systems, document scanning, and record retention activities.
• Maintain and update company licensing records and license tracking lists.

Financial & Accounting Support

• Prepare and submit expense reports and supporting documentation.
• Coordinate requests for checks related to permits, licenses, and office expenses.
• Process and route receivable checks.
• Scan and submit purchase orders and supporting documentation to Accounts Payable.
• Process fleet repair receipts and distribute documentation to appropriate departments.

Communications & Reception

• Answer, screen, and route incoming telephone calls.
• Welcome visitors and provide professional front-office support.
• Assist in creating and distributing internal communications and company newsletters.

Mail & Shipping Administration

• Receive, sort, and distribute incoming mail.
• Prepare outgoing mail and coordinate post office deliveries.
• Create shipping labels and coordinate UPS and other carrier shipments.

Office Operations

• Order and maintain office supplies and inventory.
• Coordinate uniform ordering and inventory management.
• Schedule office equipment maintenance and copier service.
• Submit and monitor facility maintenance requests.
• Maintain kitchen supplies and support a clean, organized office environment.

Events & Operational Support

• Coordinate company meetings, safety meetings, employee events, and recognition programs.
• Maintain project trackers, job lists, and operational reports.
• Update annual on-call schedules and employee contact directories.

Logistics & Vendor Coordination

• Assist with shipping, receiving, and delivery activities.
• Coordinate vendor services, including roll-off dumpster and scrap metal pickups.

• Order Mechanical Identification as requested
• Filing and printing as needed
• Other related duties as required

Qualifications

• High school diploma or GED required; Associate degree in Business Administration, Office Management, or a related field preferred.
• 2-5 years of administrative, office coordination, executive support, or related experience preferred.
• Experience supporting multiple departments and managing competing priorities in a fast-paced environment.
• Experience with scheduling, document management, accounts payable support, and office operations preferred.

  Skills & Competencies

  • Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
  • Strong organizational and time management skills with the ability to prioritize multiple tasks.
  • Excellent written and verbal communication skills.
  • High attention to detail and accuracy.
  • Ability to maintain confidentiality and exercise sound judgment.
  • Strong customer service and interpersonal skills.
  • Ability to work independently while collaborating effectively with team members, vendors, and customers.

Physical Demands

Ability to sit, stand, walk, and perform routine office activities throughout the workday.

Ability to occasionally lift and move office supplies, packages, and materials up to 25 pounds.

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled.

Affirmative Action Policy

Please review our Affirmative Action Policy.

Notice to Prospective Employees

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent.

Geographic Disclosure

$22.00-$27.00/hr.