Administrative Assistant

Administrative Assistant

Serve as a friendly and approachable front desk reception to greet clients and guests. Perform a variety of day-to-day administrative/clerical tasks including: receiving and distributing mail, answering main phone line, maintaining office supplies and coordinating equipment repair services. Must be a motivated, self-starter effective in planning, prioritizing and executing tasks in a timely manner. When necessary, coordinate all travel accommodations and logistics for President and essential personnel. Strong knowledge of all MS Office products, and work flow database and charting software (e.g., Airtable & Lucid Chart); comfort in learning and/or using new technology is essential.

Duties:

· Front desk presence; solid phone handling etiquette; respectfully engage with guests / clients

· Handle all incoming / outgoing mail; sort and distribute accordingly

· Answer / screen incoming emails, calls, and in-person appointments and direct to appropriate parties

· Monitor supplies; order office and janitorial supplies; maintain office equipment

· Oversee DBS Cleaners (office cleaning company); monitor expendable supplies and handle service complaints

· File documents as needed or requested by other office admins

· Draft, review, and proofread office documents

· Prepare response packets to RFPs, RFQs, etc. to assist Project Managers in bidding process

· Maintain centralized Dropbox file of project profiles for use with RFPs, RFQs, qualification packets, etc.

· Provide support to other members of office administrative staff as requested

Requirements:

· Proficient knowledge in general office procedures, and essential software and applications

· Ability to maintain a grounded, professional demeanor including when challenges arise

· Strong, independent work ethic; self-motivated; self-starter

· Ability to follow directions and work well in a team environment

· Capable of critical-thinking, accommodating special projects and meeting high-pressure deadlines

· Problem-solving, analytical, and pattern-recognition skills

· Excellent written & verbal communication skills

· Advanced organizational skills to manage time, coordinate calendars, prioritize tasks

· Act with integrity, fairness, and confidentiality

Benefits include health insurance, 401K, paid vacation days, available dental, life and disability insurances.

To apply, please send a cover letter and resume to [email protected] .

Mystic Custom Fabrication abides by requirements of 41 CFR 60-1.4(a), 60-300.5(a) and 60-741.5(a) prohibiting discrimination against qualified individuals based on status as protected veterans or individuals with disabilities, and against all individuals based on race, color, religion, sex, sexual orientation, gender expression or national origin, and requiring affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status or disability. It is the policy of Mystic Custom Fabrication to provide reasonable accommodation for qualified applicants and employees.

Job Type: Hourly Full-Time

Pay: $25-30/hr, DOE

NO CALLS, PLEASE

Founded in 1989 as a 7500 square foot scene shop, Mystic Custom Fabrication has expanded over the last 35 years into a full-service fabrication company specializing in broadcast environments, museum exhibits, high end custom millwork, and restaurant interiors. We now have over 100 employees and occupy over 100,000 square feet of production space in Norwood, Massachusetts. Mystic has become an industry leader in custom fabrication of millwork and studio set construction. Our diverse client and project base frequently requires us to find creative solutions to a variety of design challenges.

Pay: $25.00 - $30.00 per hour

Benefits:

• 401(k)
• Health insurance
• Paid time off

Work Location: In person