Administrative Assistant- Equipment - Full-time -

at Cianbro in Pittsfield, Maine, United States

Job Description

The Administrative Assistant provides support to multiple departments within the Equipment Team. The office is a fast-paced environment that requires the ability to multi-task while maintaining a friendly and professional demeanor.


Job Responsibilities:

Reception desk

Greets all office guests, answers incoming calls, and directs them appropriately

Maintains security by following procedures, monitoring logbook, and issuing access badges

Keeps a safe and clean reception area by complying with procedures, rules, and regulations

Administrative duties

Mail Pick up and Distribution

Monitors/Orders Office Supplies

Coordinates team meetings, events, and Team Member travel arrangements

Manages/Tracks Vehicle Registrations and EZ-Pass Distribution

Prepares communications; memos, emails, invoices, reports, and other correspondence

Creates and maintains filing systems, both electronic and physical

Miscellaneous office duties as directed


Process weekly payroll, expense reports, and troubleshoots payroll related issues

Accounts Payable

Accurately reviews, codes, processes vendor invoices, and prepares X-hire rental invoices

Reviews/reconciles invoice discrepancies and troubleshoots discrepancies with purchasers and/or vendors

Accounts Receivable

Creates and processes invoices, prepares cash deposits, performs monthly petty cash reconciliations, and updates status of aging invoices


Two-year degree in Business or equivalent job experience.

Accounts Payable, Accounts Receivable & Payroll experience recommended (familiarity with Davis Bacon a plus).

Must have experience with Microsoft Office (Outlook, Word, Excel, and PowerPoint). Microsoft Access is a plus.

Must have strong attention to detail.

Ability to manage multiple projects and prioritize to meet deadlines in a fast-paced office environment.

Strong communication and people skills with the ability to interact effectively.

Ability to work with a high level of autonomy and as a member of a team.

Ability to focus and be productive in an open office environment.

Demonstrated ability to exercise discretion and diplomacy when dealing with confidential and sensitive matters.

Cianbro is an employee-owned, tobacco-free, equal opportunity employer, we do not discriminate based on marital status, race, color, creed, gender, sex, religion, national origin, gender identity, age, veteran status, union affiliation, physical or mental disability, citizenship status, sexual orientation, or genetic information.


Cianbro is an employee owned, tobacco-free, equal opportunity employer of women, minorities, veterans, individuals with disabilities and other protected categories.

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Job Posting: 606588

Posted On: Sep 15, 2021

Updated On: Sep 15, 2021