Administrative Assistant - Project Managers Assistant at Ipswich Bay Glass Company Inc

Administrative Assistant – Project Managers Assistant

Ipswich Bay Glass is the premier façade company in the Northeast, providing the highest quality glazing and panel system design, fabrication and installation services. We’re seeking a Project Managers Assistant to join our Administrative Support team.

Key Responsibilities include but are not limited to:

• Type proposals / letters (Keep organized Archives)
• Assist Project Management team with document distribution, scanning, copying & submittal preparation
• Closeout and warranty packages for each project (vendor warranties & LEED Information)
• Archiving job files – Maintaining active archive lists (Architectural & Shop Drawings)
• Weekly preparation of Gant Charts

• Issue project specific insurance certificates based on GC requirements
• Download from GC or architect all drawings, bid documents, specs and print for estimating

• Maintain office phone system and company issued cell phones
• Order company supplies as needed
• Travel Arrangements – Air, Hotel, Car
• Zoom Meeting Arrangements
• Cover Reception when necessary for vacations, sick days, and lunches as needed.

• Assist with Registry of Motor Vehicle renewals and registrations (Including physical trip to registry locations as needed)
• Assist with reporting motor vehicle accidents and damage claims to our Auto Insurance carrier (maintain file and follow up on repairs and claim status as needed)
• Assist with various reporting and projects related to IBG safety program as required by the General Manager and Safety Supervisor.

• Assist Marketing Firm and department managers with various tasks including website maintenance and placement of recruitment ads.

Qualifications

• Positive attitude with the desire to work in a team environment
• The ability to multitask and prioritize work efficiently
• Experience with Microsoft Office products including Word, Excel and Project
• Knowledge of UPS and FedEx shipping platforms
• Prior experience with maintaining office supply inventory

Benefits

• Supportive work environment
• Competitive salary
• 100% health insurance for individuals and families
• 100% dental insurance
• Short- and long-term disability insurance
• 401(k) with company profit sharing
• Paid vacations and holidays