Administrative Assistant

Position Summary:

The Environment Consulting staff is comprised of scientist, planners, and engineers that work seamlessly to cover the full lifecycle of a project offering solutions in the following areas: Natural & Nature-Based Shorelines, Modeling of Coastal Systems & Water Resources, Physics-Based Climate Change Assessments, Resiliency Design & Planning Services, and Ecological Risk & Restoration. The Administrative Assistant is an integral position providing administrative support to the staff of this business unit.

Duties and Responsibilities:

• Create, maintain, and enter information into SAGE X3 ERP (Enterprise Resource Planning (ERP):
  • New project set up
  • Contract administration
  • Monthly invoicing (Services and equipment)
• Create Purchase orders for the business unit.
• Participate in the monthly closing by providing status on projects, and respecting invoicing deadlines.
• Manage and document Client account collections utilizing GOREL-collection tool
• Provide administrative support across business functions of Sales, Logistics and Finance, which include scheduling, meeting coordination, material preparation, data entry, making travel arrangements, processing expense reporting, facilitating client contract approvals and filing, and other general administrative tasks.
• Maintains up-to-date records, which includes paper and electronic document files, and contact lists
• Report, proposal and presentation publications and submittal support.
• Maintain company and individual professional registrations and customer portals.
• Process non-travel expense reports for the business unit.

Supervisory Responsibilities:

Knowledge, Skills, and/or Abilities Required:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, absent undue hardship.

• Experience using or ability to learn to use an ERP software
• Proficient with math and numbers, ideally with bookkeeping or accounting applications
• Undergraduate degree in Business Administration or related field, preferred; high school diploma required
• Proficient knowledge of Microsoft office products (Excel, Word, Power Point & Outlook)

• Excellent written and verbal communication skills
• Self-starter and fast learner

• Strong multi-tasking and organization skills
• Ability to work independently with minimum supervision while prioritizing workloads to meet deadlines
• Team player able to collaborate with people of varying styles
• Proactive, strategic and detail-oriented approaches with a strong commitment to quality, efficiency and effectiveness

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer
• Standing, walking, and bending periodically
• Engaging in repetitive movements of wrists, hands, and fingers – typing and/or writing
• Must be able to lift up to 15 pounds at a time.

GENERAL INFORMATION

Woods Hole Group is an Equal Opportunity Employer

Individuals who succeed at Woods Hole Group are pleasant, hard-working self-starters who share our passion for innovation and commitment to high quality work.

• The position is a full-time, salaried position, commensurate with experience.
• This position will be filled at our Bourne, MA, Corporate Headquarters. (Monday- Friday) Hybrid Schedule available with successful completion of probationary period.
  
• Disclaimer: This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at anytime at the sole discretion of the Employer.
• Benefits:
  • Medical, Dental, Vision coverages with 80% employer contribution
  • 401 (k) with up to 6% employer match
  • STD, LTD, Life Insurance employer provided
  • HSA, LPFSA, FSA, DCA
  • Generous time off polices
  • Flexible and hybrid work schedules available