Office Assistant

Northeast Safety Inc. is currently seeking a responsible candidate to perform a variety of administrative 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.

With most of our communication taking place over the phone, a great personality and strong people skills are a huge plus!

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

Come join our team!

Your responsibilities will include but are not limited to:

General Office Support

• First point of contact for all calls
• Assists with electronic correspondence, (email, faxes, documentation) as well as overall maintenance of office inbox
• Office organization (inventory/re-stocking/ordering supplies)
• Assists with communication of daily schedule to employees
• Creates new hire packets & employee time books
• Provides general support to visitors, customers, and employees
• Assists with accounts receivable (QuickBooks experience is a plus!)
• Assists with employee benefit maintenance
• Assists with employee incentive programs
• Additional duties assigned as needed

Marketing

• Create monthly newsletters for employees to highlight important updates and safety reminders
• Create and send digital flyers to promote employee engagement

HR Support

• Support conducting phone interviews with applicants
• Onboarding and offboarding of employees
• Notification to employees of benefits eligibility & support with enrollment forms
• Assist with HR data audits
• Conduct research for HR related tasks and initiatives
• Additional duties assigned as needed

Filing

• Responsible for maintaining all filing systems
• Assists office staff with documentation
• Responsible for scanning and filing weekly
• Saves relevant emails to appropriate files

Mailing

• Checks the office mailbox daily
• Ensures that mail items in the office are metered and sent in a timely manner (this includes dropping outgoing mail off at the mailbox at the end of each day)

Database Management

• Keep our daily, weekly and monthly systems up to date with any changes of information
• Maintains all internal office tracking systems and reports any red flags to the appropriate department manager for follow-up
• Data entry of timesheets and mileage logs into scheduling software

Vehicle Expectations

• Employees are responsible for maintaining their Maine State Driver’s License and insurability

Availability

Monday through Friday during standard office hours (8am-5pm)

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 diploma; additional qualification as an Administrative assistant or Secretary will be a plus
• Quick and accurate typing

· Experience (Required)

• High School Diploma

· Experience (Preferred)

• Working in a small office
• Multi-tasking
• Self-motivated

Candidate must be willing to be cross-trained to provide support to all office staff as needed. We are a small office and operate as a team - this means when someone needs help, we all jump in to support each other!

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

Northeast Safety is 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: $20.00 - $23.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Application Question(s):

• Would you prefer communication via text or email?
• Please provide an email address we can use to contact you to schedule an interview:

Experience:

• Administrative: 1 year (Preferred)

Work Location: In person

Salary : $20 - $23