Administrative Assistant

Ipswich Bay Glass has an excellent opportunity for an administrative support professional who is excited to learn more about the construction industry! The Administrative Assistant role provides high-level support to our project management team and assists the Administrative & PM Services Manager with daily needs of the general office and top level management.

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

About Ipswich Bay Glass

Ipswich Bay Glass is a family run business located in Rowley, Massachusetts. We’re one of the top commercial façade companies in the Northeast, providing world-class in-house design, engineering, fabrication and installation services for our clients. Since our start in 1969, we’ve built a reputation of honesty, integrity, quality, efficiency and dedication to exceeding customer expectations on every project.

Whether in the field, at the plant or in the office, each IBG employee works as a part of a team offering insight, ensuring quality, promoting efficiency, fostering safety and providing superior customer service. Our expansive facility covers several hundred thousand square feet and includes an aluminum glazing system machining and assembly plant, a rainscreen panel fabrication plant and a full ornamental metals shop. Our workforce of several hundred highly skilled and experienced employees is committed to providing exceptional design, fabrication and installation of building facades that is unmatched in the industry.

If you have the enthusiasm, dedication and professionalism to help IBG continue on its path of exceeding expectations, we want to hear from you.

Ipswich Bay Glass is an Equal Opportunity Employer.

Job Type: Full-time

Benefits:

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

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Administrative Assistants & Receptionists: 1 year (Preferred)
• Customer service: 1 year (Preferred)

Work Location: One location

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