Administrative Assistant On-site

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.

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

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

• 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…