Associated Design Partners, Inc.
Office and Accounting Administrator
Falmouth, Maine
Associated Design Partners, Inc. is seeking an Office and Accounting Administrator to be based in their Falmouth, Maine office. Associated Design Partners, Inc. is a structural engineering firm with more than 25 years of experience providing innovative, practical solutions for residential and commercial building projects. The firm specializes in structural design for new construction, additions, building envelope systems, as well as forensic engineering and expert witness services for construction litigation.
Job Summary:
TheOffice and Accounting Administratorwill be responsible for day-to-day office operations, project administration, and business financial duties such as accounts payable, accounts receivable, payroll and reporting.
What We Offer:
Generous PTO
Retirement plan with match
Medical
Dental
HSA with company contribution
Life Insurance, STD, AD&D
Salary range $65,000 - $75,000, depending on experience
Qualifications:
5+ years of experience in an Executive Assistant, Office Manager, Administrative Manager, or similar professional office role.
Proficiency with QuickBooks Desktop, including accounts payable, accounts receivable, invoicing, and financial reporting.
Strong computer skills with Microsoft Office Suite (Word, Excel, Outlook) and Adobe Acrobat.
Excellent verbal, written, and interpersonal communication skills with the ability to interact professionally with clients, contractors, and business partners both in person and over the phone.
Exceptional organizational skills with the ability to manage multiple projects, priorities, and deadlines simultaneously.
Experience supporting project administration, including project setup, documentation management, and client communications.
Ability to gather, organize, and manage information from multiple sources, including engineers, contractors, service professionals, and clients.
Highly self-motivated, dependable, and capable of working independently with minimal supervision.
Strong attention to detail and commitment to maintaining accurate records, financial data, and project files.
Responsibilities and Scope:
Manage day-to-day office operations and ensure the efficient functioning of a busy professional engineering office.
Provide administrative support to engineers, including dictation, document preparation, correspondence, scheduling, and project coordination.
Serve as a primary point of contact for clients, responding professionally to inquiries via phone, email, and in-person interactions.
Process accounts payable and accounts receivable transactions and maintain accurate financial records using QuickBooks Desktop.
Track employee time and expense reporting and ensure records are completed accurately and submitted on schedule.
Prepare invoices, financial reports, and other business-related documentation as required.
Maintain organized digital and physical filing systems for project records, engineering reports, technical standards, and reference materials.
Coordinate new project intake, including gathering information, creating project records, and maintaining accurate project documentation.
Manage project administration activities, including project setup, tracking, and ongoing file maintenance.
Work independently to identify administrative needs, solve problems, and support the firm's operations with minimal supervision.
Associated Design Partners, Inc. is a structural engineering firm with more than 25 years of experience providing innovative, practical solutions for residential and commercial building projects. Associated Design Partners helps clients navigate complex building challenges with cost-effective, creative engineering solutions.
Skillcloud HCM Solutions has been engaged to manage this search. NO PHONE CALLS OR RECRUITERS PLEASE
I certify that the information contained in this application and resume is accurate and complete to the best of my knowledge. I understand that providing false, misleading, or incomplete information may result in the denial of employment or termination of employment if hired.
Skills Required
- 5+ years of experience in an Executive Assistant, Office Manager, Administrative Manager, or similar professional office role
- Proficiency with QuickBooks Desktop, including accounts payable, accounts receivable, invoicing, and financial reporting
- Strong computer skills with Microsoft Office Suite, including Word, Excel, and Outlook
- Proficiency with Adobe Acrobat
- Excellent verbal, written, and interpersonal communication skills
- Ability to interact professionally with clients, contractors, and business partners in person and over the phone
- Exceptional organizational skills and ability to manage multiple projects, priorities, and deadlines
- Experience supporting project administration, including project setup, documentation management, and client communications
- Ability to gather, organize, and manage information from multiple sources
- Highly self-motivated, dependable, and able to work independently with minimal supervision
- Strong attention to detail and commitment to maintaining accurate records, financial data, and project files
What We Do
Skillcloud HCM Solutions is a national HR managed services provider founded in 2015 and headquartered in Boston, Massachusetts. The company specializes in talent acquisition, outsourced human resources, and human capital management (HCM) technology implementation and optimization. It partners with innovative companies to solve people-related challenges and enhance business efficiency through strategic HR consulting and technology services.
