Overview
Office Administrator Jobs in Southborough, MA at Code Red Consultants
Title: Office Administrator
Company: Code Red Consultants
Location: Southborough, MA
Code Red Consultants is currently seeking a proactive and highly organized Office Administrator to play a key role in our office operations and administration. This role ensures seamless daily functions while collaborating across teams to advance our mission to make the world a safer place through innovative code consulting, fire protection design, and fire & life safety inspections.
The ideal candidate thrives in a fast-paced, team-oriented environment, brings a “can-do” attitude, and excels in communication and organization. If you’re a self-starter who is passionate about collaboration and wants to contribute to a growing team, this role may be the perfect fit!
WHAT YOU WILL DO:
Manage the company’s main phone lines, reception duties, email correspondence, and mail operations, ensuring professional communication, efficient call routing, and accurate handling of the incoming and outgoing mail and packages
Manage vendor relationships, maintain supply inventories, and support the day-to-day office environment
Assist with marketing and communications efforts, including updating staff resumes, project lists, and preparing marketing and qualification documents
Assist with posting and managing company news, speaking engagements, project updates, blog posts, and other content on LinkedIn and other social media platforms
Assist with maintaining our MailChimp database for company mailing lists
Coordinate the approval of American Institute of Architects (AIA) presentations, maintain existing presentations, and distribute certificates of completion to attendees
Assistance with Certificate of Insurance (COI) compliance
Format various document types, including presentations, demonstrating a critical eye for detail and brand adherence
Assist in managing business registrations, professional credentialing, and maintaining related tracking systems to ensure regulatory and operational requirements are met
Approach data management tasks with a sense of accountability, ensuring accuracy and attention to detail.
Serve as a backup for business travel coordination, assisting with booking travel arrangements, managing itineraries, and ensuring travel logistics run smoothly
Provide ad hoc administrative support to staff and assist with office events & initiatives as needed
WHAT YOU WILL NEED:
Bachelor’s degree and 3+ years of administrative experience or an associate’s degree and 8+ years of administrative experience (AEC or professional services industry experience is a plus) or equivalent combination of education and related work experience
A proven ability to stay organized, manage time effectively, and adapt to dynamic environments
Comfortable learning and using software tools like Microsoft Office Suite and Bluebeam, with a willingness to master new systems as needed
Exceptional communication and interpersonal skills and a natural ability to build relationships across diverse teams
A team-oriented mindset and a curiosity to learn and grow alongside a passionate group of professionals
Ability to multi-task; work well under pressure and effectively meet deadlines
A proactive, adaptable approach to problem-solving.
ADDITIONAL INFORMATION:
Work Environment: In-office
Schedule: At least 40 hours, Monday – Friday. Normal company business hours are 8:00am – 5:00pm EST.
Code Red Consultants is an equal opportunity employer.
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