Overview
Administrative Associate Jobs in Portsmouth, NH at Essential Planning, LLC
Summary
The Administrative Assistant will play a crucial role in supporting California Boiler’s mission, vision, and core values by performing a variety of administrative and dispatch-related duties. Serving as the first point of contact for clients and visitors, this role is responsible for managing front-office operations, coordinating dispatch services, and ensuring seamless communication between internal departments and field staff.
Primary Responsibilities
Administrative Support:
Provide comprehensive administrative support to all team members.
Answer incoming phone calls promptly and courteously, direct them appropriately, or taking accurate messages.
Coordinate incoming and outgoing mail, prepare responses to routine inquiries, and manage office filing systems.
Manage service requests related to uniforms, office equipment, and cleaning services.
Assist with internal communications, document preparation, data entry, and records management.
Support scheduling, work order tracking, and other general administrative tasks as needed.
Dispatch Coordination:
Schedule and dispatch personnel or equipment based on customer needs and operational priorities.
Monitor and update dispatch schedules, ensuring timely communication between field staff and customers.
Track the status of ongoing jobs and provide real-time updates to relevant stakeholders.
Respond promptly to emergencies or last-minute service adjustments by reallocating resources as needed.
Knowledge and Skill Requirements
Effective verbal and written communication skills with a customer service-oriented approach.
Strong organizational and prioritization skills with the ability to manage conflicting deadlines.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Attention to detail, time management, problem-solving skills, and critical thinking abilities.
Ability to collaborate effectively with multiple departments.
Reliable attendance and punctuality are essential.
Working Conditions
General office environment with occasional walking or standing required (up to 25% of the time).
Requires good hand-eye coordination, dexterity, and visual acuity for computer-based tasks.
The working environment is favorable, lighting and temperature is adequate.
PHYSICAL REQUIREMENTS
While performing the duties of this job, the employee may be required to have ordinary ambulatory skills sufficient to visit other locations; and the ability to stand, walk, stoop, kneel, crouch, and manipulate (life, carry, move) light to medium weights of 10-25 pounds.
Requires good hand-eye coordination, arm, hand, and finger dexterity, including the ability to grasp, and visual acuity to use a keyboard, operate equipment and read application information.
The associate is frequently required to sit, reach with hands and arms, talk, and hear.
PHYSICAL DEMANDS
Strength
Standing; frequently
Walking; frequently
Sitting; constantly
Lifting, carrying, pushing (up to 10lbs.); occasionally
Reaching
Handling; constantly
Keyboarding; constantly
Throwing; never
Eye-Hand Coordination; constantly
Foot-Hand-Eye Coordination; rarely
Climbing
Stairs; occasionally
Ladders; never
Balancing; occasionally
Hearing
Ordinary; constantly
Loud Audible Exposure; rarely
Stooping
Kneeling; rarely
Crouching; rarely
Crawling; never
Turning/Twisting; constantly
Bending at the waist; occasionally
Seeing
Acuity Near; constantly
Acuity Far; occasionally
Depth Perception; occasionally
Color Vision; constantly
Field of Vision; constantly
Schedule & Benefits
We are a 100% employee-owned company (ESOP) offering full-time employment. Work hours are generally Monday through Friday 8:00 AM to 4:30 PM with occasional overtime as needed. Full-time employees enjoy a comprehensive benefits package, including:
Health, Dental, and Vision Insurance
Life Insurance
401(k) Plan and ESOP
Paid Vacation, Sick Leave, Jury Duty, and Bereavement Leave
Flexible Spending Account (FSA)
Job Types: Full-time, Temp-to-hire
Pay: $20.00 – $23.50 per hour
Benefits:
401(k)
Dental insurance
Employee assistance program
Flexible spending account
Health insurance
Paid time off
Vision insurance
Schedule:
8 hour shift
Day shift
Monday to Friday
Experience:
Dispatching: 2 years (Required)
Ability to Commute:
Modesto, CA 95351 (Required)
Ability to Relocate:
Modesto, CA 95351: Relocate before starting work (Required)
Work Location: In person
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Title: Administrative Associate
Company: Essential Planning, LLC
Location: Portsmouth, NH
