Office and Scheduling Assistant

Northeast Safety Inc. is currently seeking a responsible candidate to perform a variety of administrative and clerical tasks for our industry leading traffic control office. Duties include, scheduling, providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities. The ideal candidate should be well organized and have excellent oral and written communication skills.

We operate in a small office and tasks may be assigned as needed so flexibility is extremely important.

Come join our team!

General Office

• Answering phone calls and directing them accordingly
• Assists with electronic correspondence, (email, faxes, documentation)
• Office organization (re-stocking/ordering supplies)
• Assisting with communication of daily schedule to employees
• Create new hire packets & employee time books
• Provide general support to visitors, customers, and employees
• Assisting with accounts receivable (QuickBooks experience is a plus!)
• Assisting with employee benefit maintenance
• Assisting with employee incentive programs
• Additional duties assigned as needed

Filing

• Responsible for creating and maintaining all filing systems
• Assists office staff with documentation
• Responsible for scanning and filing weekly

Mailing

• Going to the post office as needed (3 times per week maximum)
• Checking the office mailbox
• Making sure that items in the office are metered and sent in a timely manner (this includes dropping outgoing mail off at the mailbox)

Database Management

• Maintaining outlook, scheduling software and texting databases
• Maintaining all employee tracking systems

Scheduling

• Create daily schedule
• Data entry of timesheets and mileage logs into scheduling software
• Employee follow-up regarding job assignments

Vehicle Expectations (as needed)

• Vehicles are to be used for Company Purposes only, no exceptions will be made
• Must be able to assist with vehicle appointments (drop-offs, pick-ups, scheduling)
• Employees are responsible for maintaining their Maine State Driver’s License and contacting the office should the status of their license change

Availability

Monday through Friday during standard office hours

Flexibility appreciated to suit company needs

· Skills Preferred

• Familiarity with Outlook, Gmail and Microsoft Office Suite
• Excellent written and verbal communication skills
• Customer Service
• Attention to detail and problem-solving skills
• Excellent time management skills and the ability to prioritize work
• Strong organizational skills with the ability to multi-task
• Work Independently/As a Team
• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus
• Soft Skills Training a plus!

· Experience (Required)

• High School Diploma

· Experience (Preferred)

• Working in a small office
• 2 years working within an office setting

*

Candidate must be willing to be cross-trained to cover vacations and sick days.*

Northeast Safety, Inc. provided the following inclusive hiring information:

We are an equal opportunity employer and considers all qualified applicants equally without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status.

Job Types: Full-time, Part-time

Pay: $18.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Application Question(s):

• Please provide an email address we can use to contact you regarding your application

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Office: 1 year (Preferred)
• Customer Service: 1 year (Preferred)

Work Location: One location