Administrative Assistant

Southborough, MA | Part-time | Administration & Office Support

Beals and Thomas, Inc. (B+T) is seeking a highly organized, reliable, and detail-oriented Administrative Assistant to support the daily operations of its multi-disciplinary firm. B+T is a boutique consulting firm based in Massachusetts that has provided innovative land planning solutions since its inception. B+T takes pride in its dedication to preserving the integrity of the New England landscape through sound environmental design.

The firm focuses on building enduring partnerships with the clients, regulators, and communities it serves while investing in team members and providing fulfilling career opportunities.

This role is essential to the firm, providing front-line reception, document management, logistical coordination, and administrative support to the engineering and surveying teams. The position reports to the Chief Financial Officer, within the Administration / Office Support department. The ideal candidate thrives in a fast-paced, technical environment and stays comfortable juggling multiple priorities while maintaining a high level of accuracy and professionalism.

Responsibilities and assignments may include, but are not limited to:

• Review, proofread, and format a variety of documents, including proposals, client authorizations, observation reports, and letters, to ensure consistency and compliance.
• File, scan, and organize both digital and physical documents.
• Assist with printing, binding, and assembling large technical document packages for submittals.
• Distribute final documents via Fed Ex, USPS, certified mail, or hand delivery.
• Track and manage monthly in-house expenses.
• Perform data entry tasks, including spreadsheet updates, abutter label creation, and opening new opportunities in a project management system.
• Issue and track utility letters and certified abutter mailings, including preparing Certificates of Mailing.
• Coordinate and distribute daily field assignments for survey crews.
• Track and organize field staff safety assessments.
• Assist with vacation tracking and biweekly Principal and Associate (P&A) updates.

• Schedule and coordinate staff meetings, client meetings, and internal reminders.
• Assist with onboarding tasks for new hires, including welcome materials and orientation logistics.
• Support engineers, surveyors, and other staff with administrative aspects of project and client work.
• Create exhibits and visuals for proposals, presentations, and displays.
• Provide invoice assistance, including preparing and mailing final invoices.

• Prepare conference and job fair kits and maintain necessary materials for off-site events.
• Assist in coordinating Lunch and Learn sessions and training events.
• Assist with corporate website updates and social media account postings.

• Greet clients, vendors, and visitors in a professional and friendly manner.
• Answer and direct incoming phone calls.
• Maintain office and kitchen supplies.
• Run occasional office errands, including trips to the bank and post office.

• 3 to 5 years of administrative experience, preferably in a civil engineering, AEC (Architecture/Engineering/Construction), or technical consulting environment; marketing experience is also beneficial.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat.
• Strong organizational and multitasking abilities with attention to detail.
• Ability to prioritize tasks, meet deadlines, and work independently and as part of a team.
• Familiarity with engineering documentation and terminology is a plus.
• Experience with…