Office Assistant / Receptionist – Northeast (Manchester, ME)

Office Assistant / Receptionist – Northeast (Manchester, ME)

Job Description: Office Assistant / Receptionist

Position Title: Office Assistant / Receptionist
Reports To: Regional Vice President
FLSA Status: Non-Exempt
Location: Northeast Region (Manchester, ME)

The Office Assistant / Receptionist provides administrative and front desk support for the regional office, ensuring smooth day-to-day operations. This role is responsible for greeting visitors, answering calls, coordinating office functions, and assisting with administrative tasks. Additionally, the position supports employee time tracking and HR/payroll functions delegated from the corporate office, ensuring accuracy and confidentiality.

Key Responsibilities

Front Desk & Reception Duties

• Greet and assist visitors, clients, and employees in a professional and courteous manner.
• Answer and direct incoming phone calls, take messages, and respond to general inquiries.
• Manage incoming and outgoing mail, deliveries, and courier services.

Administrative & Office Support

• Maintain office calendars, schedule meetings, and assist with travel arrangements as needed.
• Prepare and edit correspondence, reports, and presentations.
• Organize, file, and maintain office records, ensuring confidentiality and accuracy.

Office Coordination

• Order and maintain office supplies, ensuring adequate inventory levels.
• Coordinate with vendors and building management on office-related needs.
• Ensure common areas such as conference rooms and reception areas are clean, organized, and presentable.

HR & Payroll Support

• Assist with employee time entry, time corrections, and reporting for the regional office staff.
• Communicate with the corporate HR/payroll team to ensure timely and accurate submission of data.
• Help coordinate employee onboarding activities such as paperwork and orientation schedules.
• Support confidential HR recordkeeping in compliance with company policies.

Support for Regional Leadership

• Provide administrative support to the Regional Vice President and leadership team, including scheduling and event planning.
• Assist with organizing meetings, trainings, and employee events in the regional office.
• Support internal communications between the regional office and corporate departments.

Qualifications

• 1–3 years of administrative, office, or payroll/HR support experience preferred.
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint); experience with payroll/timekeeping software is a plus.
• Strong organizational and communication skills with high attention to detail.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Organization & Time Management
• HR/Payroll Data Accuracy
• Communication & Interpersonal Skills
• Professionalism & Confidentiality
• Customer Service Orientation
• Problem-Solving & Initiative

Office-based role with occasional support for meetings or events outside normal office hours as needed.

Equal Opportunity Employer

Atlantic Power Constructors is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

#J-18808-Ljbffr