Administrative specialist jobs in Gorham, ME - 113 jobs

Job Description We are seeking a highly organized and proactive Executive Administrative Coordinator to provide comprehensive administrative and operational support to company leadership and broader organization. This role is essential in ensuring the smooth execution of day-to-day administrative functions, document management, and executive support, including handling various office and operational tasks. Key Responsibilities: Manage document storage, file upload inloading Review mail, organize, scan appropriatly Support executive leadership with scheduling, calendar management, and coordination of team meetings. Capture meeting notes, track action items, and follow up with participants to ensure timely completion. Coordinate and organize team events, including logistics and vendor management. Order office supplies upon need. Perform a variety of executive support tasks, including running errands (e.g., bank deposits, vehicle maintenance, city hall visits). Assist with miscellaneous administrative and operational needs as required. Qualifications: Strong organizational skills with the ability to manage multiple priorities effectively. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workplace Apps (gmail, docs, sheets, calendar), general comfort with digital tools for scheduling and document management. Excellent written and verbal communication skills. Ability to handle sensitive information with discretion. Reliable transportation for completing external tasks (e.g., errands, deliveries).

The Cross Family of Agencies welcomes you. We need your talent and expertise. Job Title: Administrative Specialist Reports To: Personal Lines Manager, Lewiston Seeking reliable, detail‑oriented Administrative Specialist to support our insurance agency's day‑to‑day administrative operations. This role involves reception, vendor coordination, handle processing for personal lines and commercial lines, organizing internal events (e.g. office luncheons), tracking and ordering office supplies and other tasks to ensure the office runs smoothly. Key Responsibilities: Reception & Front Desk Greet clients, visitors, and vendors in a professional and helpful manner. Answer, screen, and forward phone calls; manage voicemail and respond or redirect messages appropriately. Handle incoming and outgoing correspondence (mail, PDF/email documents). Maintain a clean, welcoming front desk and reception area. Works with IT & Management Team for various IT and branch location safety protocols and procedures Office Event Coordination Plan, schedule, and execute internal office events with branch leadership, such as luncheons, holiday parties, staff meetings. Handle catering, venue or space set‑up, clean up, and manage budget/expenses for events. Administrative & General Office Duties Maintain and order office supplies; track inventory. Filing (physical or electronic), scanning, copying, and maintaining document organization. Assist branch leadership with basic bookkeeping / expense tracking for office operations if needed. Assist with internal reporting tasks, preparing materials, compiling data for meetings. Other Duties Support other agency staff (producers, customer service, etc.) with ad hoc tasks, such as C/L Proposals and Summaries Continuous learning and assistance in maintaining knowledge of insurance policies / industry protocols, especially as related to COIs and carrier requirements. Ensure confidentiality and appropriate handling of sensitive documents and information. Qualifications: High school diploma or equivalent; additional coursework or certification is a plus. Proven experience in an administrative or office support role, preferably in insurance or a related field. Strong organizational skills, attention to detail, and ability to manage multiple tasks/priorities simultaneously. Excellent verbal and written communication skills. Proficiency with standard office software: Microsoft Office (Word, Excel, Outlook), plus ability to learn agency management systems or COI issuance tools. Customer service mindset: friendly, professional, responsive. Ability to work independently but also collaborate well in a team environment. Problems‑solving attitude; resourceful; ability to follow through on tasks with minimal supervision. Working Conditions: Full‑time, Monday through Friday in an office setting. Some physical activity such as moving office supplies, setting up spaces for lunch/events, light lifting. Compensation: The hourly rate range for this role is $19.00-$21.00 [annually/hourly]. Actual compensation will be based on factors including location, skills, experience, and internal equity. Cross Insurance offers a comprehensive benefits package including medical, dental, vision, 401(k) with match, paid time off, and more

Job Description REI Coordinator- Full-Time Schedule: Monday to Friday, 9:00 AM to 5:00 PM With more than 150,000 babies born since 1986, Boston IVF is one of the most experienced fertility centers in the world. We proudly offer the most innovative fertility treatments, groundbreaking reproductive technologies - and so much more. We diagnose the most difficult cases. We instill hope. We offer advice and a shoulder to lean on when our patients need it most. Our sole mission is to provide individuals and couples with the best chance for a successful pregnancy - and each day we cherish the bonds we form with our patients. At Boston IVF, we have a deep commitment to diversity, equality, and inclusion. We are dedicated to building a diverse team, fostering an inclusive culture for every employee, and upholding an environment where everyone is treated with compassion and respect. Job Purpose: The REI Coordinator carries out administrative duties, assists nurses with patient checklists, and ensures all proper documentation for patients have been collected and more. Essential Functions and Accountabilities: Facilitates the planning and implementation of patient care with the other multidisciplinary teams to coordinate total patient care. Assists Nurses with completion of patient checklists. Utilizes EMR to make sure all required testing, cycle consents, consults and procedures have been done and that appropriate progress notes have been recorded or records uploaded to patient's file. Writes patient letters and letters of medical necessity. Notarizes practice consents or documents as a complimentary service to the patients. Covers Clinical Assistant and Patient Services duties as needed. Initiates Prior Authorization with insurance companies for testing. Triages patient inquiries & provides patients with high level of customer service. Academic Training: High School Diploma acceptable with appropriate hands-on clinical experience Studies level: High School Diploma or equivalent (GED) Associate Degree and/or CMA certification - preferred Studies level: Associate' Degree or Studies level: Certification Studies area: Medical Assistant program Position Requirements/Experience: Minimum of two years' experience in a multi-physician practice (three or more physicians) with proven work experience in both clinical and administrative areas Prior experience in women's healthcare - preferred Knowledge of medical terminology Technical Skills: Proficient computer skills (Microsoft Office). Keyboard skills of 25 words required. Experience with medical office software program(s) (EMR's) preferred. Comprehensive benefits package to all employees who work a minimum of 30 hours per week. Medical, Dental, Vision Insurance Options Retirement 401K Plan Paid Time Off & Paid Holidays Company Paid: Life Insurance & Long-Term Disability & AD&D Flexible Spending Accounts Employee Assistance Program Tuition Reimbursement Keywords: LPN, Medical Assistant, Clinical Medical Assistant Location: South Portland, ME Schedule: Monday - Friday from 9:00am - 5:00pm

Ahold Delhaize USA, a division of global food retailer Ahold Delhaize, is part of the U.S. family of brands, which includes five leading omnichannel grocery brands - Food Lion, Giant Food, The GIANT Company, Hannaford and Stop & Shop. Our associates support the brands with a wide range of services, including Finance, Legal, Sustainability, Commercial, Digital and E-commerce, Technology and more. Act as first point of contact for all associate HR related phone or self-ticketing inquiries while maintaining a high degree of confidentiality. Record all interactions in the case management system, resolve, record resolution and close case. Forward all interactions requiring research or more in-depth analysis/response to subject matter experts. Use all navigational tools provided to find answers and inform Supervisor of missing, inaccurate or confusing documentation. Work toward continuous improvement and skills building. Principle Duties and Responsibilities: * Respond to incoming phone calls or self-service tickets during scheduled times from employees, managers, terminated employees, family members and outside agencies or vendors * Reference company policies and procedures and access systems to ensure accuracy of response and to offer all available information to assist with the highest level of customer service * Recognize when escalation to a subject matter expert or to the Supervisor is necessary * Record the details of each call or self-ticket. Maintain confidentiality of all information. * Perform HR transactions in the HR system, and other applications as appropriate, within scheduled timeframes and with a high degree of accuracy and strict adherence to written procedures * Utilize the case management system, knowledge base and other tools to actively manage caseload in accordance with team production goals and established service level objectives * Participate in ongoing training to improve expertise, customer service skills and productivity * Processes routine insurance premiums * Assist as needed with projects (processing mail, term folders, etc.) Basic Qualifications: * High school diploma and 2-3 year experience working in an office environment * Experience in delivery of customer service * Basic computer knowledge Preferred Qualifications: * Experience in HR and payroll processes and procedures * Experience in a customer service call center preferable * Intermediate MS Office skills Skills and Abilities: * Excellent listening and telephone skills * Ability to ask relevant questions, clarify incomplete information and summarize key points * Good data entry skills with a high attention to detail to provide accurate information * Able to manage multiple priorities on an ongoing basis At Ahold Delhaize USA, we provide services to one of the largest portfolios of grocery companies in the nation, and we're actively seeking top talent. Our team shares a common motivation to drive change, take ownership and enable our brands to better care for their customers. We thrive on supporting great local grocery brands and their strategies. Our associates are the heartbeat of our organization. We are committed to offering a welcoming work environment where all associates can succeed and thrive. Guided by our values of courage, care, teamwork, integrity (and even a little humor), we are dedicated to being a great place to work. We believe in collaboration, curiosity, and continuous learning in all that we think, create and do. While building a culture where personal and professional growth are just as important as business growth, we invest in our people, empowering them to learn, grow and deliver at all levels of the business.

Full-time Description Providing outstanding customer service through routine interactions with internal and external customers. Serving as a primary point of contact for general information and problem-solving. Managing and tracking work orders, including creation, assignment, closure, and monthly reporting to relevant directors. Communicating urgent maintenance emergencies directly to the Maintenance team via phone. Assisting with monthly accounting activities Providing essential office support, including typing, mailing, copying, and faxing. Provide support to Legacy Nursing team and Program Manager with administrative tasks. Contributing directly to the visual appeal and longevity of our physical plant and surrounding grounds. Requirements Experience: A minimum of one year of clerical experience in a professional office setting is required. Communication Skills: Excellent verbal and written communication skills with a strong command of the English language. Technical Proficiency: Intermediate skill level in Microsoft Word, Excel, and Outlook. Work Ethic: Demonstrated ability to work independently, prioritize tasks, manage time effectively, multitask, meet deadlines, and adapt to constantly changing interactions. Flexibility: Ability to consistently meet a 40-hour work week, typically Monday-Friday, 8:30 a.m. - 5:00 p.m., with occasional flexibility required to work weekends, holidays, and marketing events. Salary Description Starting at $21 / hour

The successful candidate will support the General Manager with administrative tasks, assist with general office and staff support, and be responsible for certain internal and external reporting for three government contracts. Operating under the BIW Business Operating System (BOS), the Administrative Specialist ensures compliance with safety, quality, and performance standards while coordinating with other key stakeholders to meet overall milestones. This position is located in Brunswick, ME with onsite requirements. Work From Home / Remote Work is not available wit this position. Key Responsibilities Administrative Support * Provide excellent customer service support by proactively helping with inquiries and by resolving issues timely. * Compose correspondence as needed between different departments and external stakeholders. * Perform regular Time Accounting (WFM) and PeopleSoft Administration. * Planning, coordination, and support for customer visits and program meetings. * Collect data, prepare presentations, and perform record keeping duties to manage department Plans of the Week and Digital Dashboards. * Support new hire onboarding, orientation and requesting system access. * Lead for all special organization events. * Assist, and back-up, other administrative support personnel. General Office Support * Ensure workplace conditions are compliant with company safety standards and actively participate in the Safety Action Team (SAT) and help lead initiatives. * Process payments for off-site operating expenses. * Manage budgets and order for specialized office supplies. Internal and External Reporting * Support coordination, review, and distribution of internal and external reporting. * Monthly review, analysis, and reporting of divisional overhead. * Development of, and adjustments to, departmental resource plan and associated reporting. * Department compliance reviews of procedures and processes. Travel Coordination and Support * Pre-travel authorization. * Travel booking within Concur travel system. * Travel expense reports and cost comparisons. * Local mileage requests. * Visit authorization letters for government facilities. Special Projects as assigned. Required/Preferred Education/Training * High School Diploma or GED required. * An associate's degree in office administration or business or supplemented by related experience. Required/Preferred Experience * Minimum 10 years administrative support experience, preferably involving interaction with Executive/Senior Management. * Excellent organizational skills and attention to detail. * Strong computer, oral, written, analytical and interpersonal skills, coupled with an ability to work independently and/or as a member of a team in a fast-paced environment. * Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint). * Must be able to effectively manage priorities and meet schedule demands. * Experience in compiling and preparing reports and presentations. * Excellent written and grammatical skills with the ability to draft correspondence from general guidance. * Requires interface with customers. Must be comfortable working professionally with Navy and industry representatives. * Ability to work modest levels of overtime, as required. Must be able to support some night or weekend special activities/events. * Motivated self-starter, with the ability and desire to act with limited guidance and direction.

Job Description Administrative Coordinator SIG SAUER, Inc. is a leading provider and manufacturer of firearms, electro-optics, ammunition, airguns, suppressors, remote controlled weapons stations, and training. For over 250 years SIG SAUER, Inc. has evolved, and thrived, by blending American ingenuity, German engineering, and Swiss precision. Today, SIG SAUER is synonymous with industry-leading quality and innovation which has made it the brand of choice amongst the U.S. Military, the global defense community, law enforcement, competitive shooters, hunters, and responsible citizens. Additionally, SIG SAUER is the premier provider of elite firearms instruction and tactical training at the SIG SAUER Academy. Headquartered in Newington, New Hampshire, SIG SAUER has over 3,400 employees across sixteen U.S. locations in three states, and four additional global facilities. SIG SAUER is certified a Great Place to Work™. For more information about the company and product line visit: **************** Position Summary: The Administrative Coordinator functions as the primary point person on site for facility repairs and focuses on maximizing efficiency of the facility's workflow to achieve completion of work in the minimum time needed and with quality work results. The Administrative Coordinator reports to the Facilities Manager and must work well in a team environment. This individual must work well with other trades, disciplines, Facilities personnel, and always keeps in mind that our goal is to support Manufacturing, Production, and all other internal customers. FLSA: Non-exempt Job Duties and Responsibilities: *Add and maintain CMMS system including adding assets, building locations, PMs, reports, data banks, instruction manuals, etc. *Inventory and requisition parts, equipment, and other supplies so that stock can be maintained and replenished. *Update contracts with service providers and work with outside contractors to schedule, provide proposals, and provide proper documentation. *Create and update work instructions as well as scope of work. Coordinate work orders and assets with the Facilities Manager to include planning, scheduling, and executing work orders. *Interface with Facilities team on the Predictive Maintenance Program and identify variances between sites. *Occasionally work “hands on” with the Facilities team for extra support. Identify trends with equipment, workload, etc., and review, update, and maintain lists and documents pertinent to the department. *Engage in Continuous Improvement projects and tasks. *Be or become a Site Safety Committee member. *Participate in and sustain 5S Standards. *Must follow all required Safety and ISO procedures. *Regular on-site attendance and punctuality is a necessary function of this position. *May be required to work in other functional areas and/or facilities depending on business needs. *May be required to work overtime or alternate shifts based on business needs. *Miscellaneous duties as assigned. Education/Experience & Skills: *High school diploma or equivalent required, associate's degree preferred, or related experience and/or training, or equivalent combination of education and experience. 3+ years of previous experience within an administrative and organizational role. *Experience planning, scheduling, organizing, giving direction, and coordinating the work of skilled tradesmen. *Demonstrate a strong understanding of the key elements of CMMS (Computerized Maintenance Management System) and be the admin of the system. Previous experience with a maintenance system preferred. *Proficient in Microsoft Office applications. *Capacity to enhance and maintain cooperative working relationships between Maintenance team members, Production employees, plant management, Engineering, and contractors, and the ability to interact with other departments to gain access to necessary information. *Must be able to clearly, concisely, and accurately convey ideas and information to others, both verbally and in written form. *Must be a team player and actively helps out in the department where applicable. *Completes assigned tasks on time. Adherence to break times, 15-minute breaks and 30-minute lunch breaks. *Communicate effectively to supervision regarding problems and corrective action. Working Conditions: *Work is primarily standing (90 + % of the shift) except for breaks/lunch periods. *The duties of this position require standing for long periods of time, frequently working on ladders, scaffolds, and lifts; frequent kneeling, running, sitting, crouching, crawling, twisting, grasping and walking can be expected along with frequent lifting equipment up to 40 pounds and/or moving of equipment and materials up to 100 pounds. *Must be able to reach with hands and arms, bend and kneel frequently at a minimum 50% of the shift, as well as undergo repetitive wrist, hand, elbow, shoulder, and ankle motions. *Work environment will sometimes be dusty, dirty, hot or wet conditions, and possible confined spaces. *Assignments will require exposure to varying climate and environmental conditions both extreme cold and warm weather condition for extended periods of time. *Must demonstrate proficient fine motor skills, be able to grip, reach, pull, and turn. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.

IDEXX is seeking a highly organized, proactive, and professional Sr. Administrative Associate IV to support the Vice President of Global Corporate and Strategic Accounts and their team. This role offers the opportunity to collaborate with a dynamic group of administrative professionals in a fast-paced, team-oriented environment. The ideal candidate is tech-savvy and consistently stays one step ahead. You will enable your executive to operate efficiently and effectively by managing logistics, anticipating needs, and ensuring seamless day-to-day operations. This position will be based out of our Westbrook ME location. In the role of Senior Administrative Associate: Provide high-level administrative support to the Vice President Global Corporate and Strategic Accounts, and their team, with professionalism, discretion, and efficiency. Provide administrative support via calendar and meeting management, resolving scheduling conflicts, facilitating meeting logistics and technology, and preparing meeting agendas and materials. Coordinate domestic and international travel, prepare expense reports, and manage Concur submissions. Assist with presentation creation and will join key meetings when appropriate to stay ahead of deliverables and identify support opportunities. Manage projects of varying scope and complexity. Remain knowledgeable of business unit policies. Facilitate information flow among team members, answer questions and provide supply information as needed. Be a “go to” person for a dynamic, collaborative, and fast paced team globally. Work closely within a team of administrative professionals within VetSoft as well as throughout the organization. What You Need to Succeed: You will need to be a master multi-tasker with the ability to shift priorities easily and often. You will enjoy working in a fast-paced and dynamic work environment and take pride in checking items off your list. Exceptional communication skills with close attention to detail. Excellent customer service skills are imperative, starting with a can-do attitude with a focus on being positive, proactive, and providing solutions. Technical skills and knowledge of the Microsoft Office platform, as well as confidence in troubleshooting video conferencing or meeting room audio visual challenges, are strongly encouraged. Experience working in Smartsheet a plus but not required. You must demonstrate a high level of service and professionalism. You will be comfortable with ambiguity and confidence in making decisions in the moment when direction is limited. The ideal candidate will have three to five years of administrative or office experience in a corporate environment. Location: This position will be based out of our Westbrook, ME location. This will have a hybrid schedule with 2 days on site in Westbrook. Why IDEXX? We're proud of the work we do, because our work matters. An innovation leader in every industry we serve, we follow our Purpose and Guiding Principles to help pet owners worldwide keep their companion animals healthy and happy, to ensure safe drinking water for billions, and to help farmers protect livestock and poultry from diseases. We have customers in over 175 countries and a global workforce of over 10,000 talented people. So, what does that mean for you? We enrich the livelihoods of our employees with a positive and respectful work culture that embraces challenges and encourages learning and discovery. At IDEXX, you will be supported by competitive compensation, incentives, and benefits while enjoying purposeful work that drives improvement. Let's pursue what matters together. IDEXX values a diverse workforce and workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. IDEXX is an equal opportunity employer. Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state, or federal laws. #LI-SUPPORT

Admin Specialist needs 1+ years experience Admin Specialist requires: Data entry Administrative experience Interpersonal skills Handle inbound Lien questions Make outbound calls to customers along with some data entry tasks Strong organizational skills. ... Communication skills. ... Interpersonal skills. ... Experience with technology and software. ... Problem-solving skills. ... Attention to detail. ... Customer service skills.

Title: Academic Administrative Assistant - Roger Williams Hall The Academic Administrative Assistant (AAA) position provides professional, administrative, and creative support to individual faculty and their Departments and Programs. This particular position supports the faculty in the programs of Asian Studies (Chinese and Japanese) and European Studies and the departments of French and Francophone Studies, German and Russian Studies, and Spanish. Job Duties: Provides administrative support to the faculty's teaching, research and scholarship, and service to the college by providing reception services, scheduling appointments, meetings, and travel arrangements, filing, researching files and records, and preparing and proofreading correspondence, reports, and other documents as requested. Serves as the principal contact for students, staff, faculty and the general public for the purpose of gathering and distributing information, answering inquiries and establishing priorities for projects. Supports departments and programs under review, including clerical assistance with self-studies and alumni surveys; scheduling student and faculty meetings for internal and external committees; and securing room reservations and ordering catering. Supports the work of the department by purchasing equipment and supplies, maintaining an inventory of office supplies, and utilizing the appropriate process to pay for goods or services purchased by the department. Responsible for maintaining current content on the departmental websites, and those that advertise the featured events, as well as maintenance of department and program faculty expertise sites. Helps to organize and conduct departmental events, as directed, by securing space, equipment, food, preparing invitations, publicity announcements, agendas, brochures, and packets, purchasing awards, making travel arrangements and reservations, and assisting with the event as it occurs. Supports the administrative business functions of the department or program which may include obtaining and processing textbook adoptions and creating brochures and newsletters. May assist with the collection of credentials and other required material during searches and/or collect scholarship/fellowship or other award applications. May prepare personnel action forms and position authorizations as directed, verifying and processing student employee time records, scheduling the use of classrooms, department facilities, or meeting rooms, and maintaining the security of classrooms, theatre, labs, equipment, and records. Remains competent and current by attending professional development courses, software training classes, and/or training sessions as needed or directed by the supervisor or required by the college. Supports the academic departments by performing other duties as assigned or as needed. Adheres to departmental standards, policies, and procedures with respect to all aspects of his/her work. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds. Minimum Qualifications: Education Bachelor's degree preferred but not required. An equivalent combination of education and experience will be considered. Bi-lingual preferred. Experience 3+ years of experience in a professional office setting providing administrative support or office management, preferably in a higher education environment. Experience working within a complex office environment with frequently shifting tasks and priorities. Experience with publishing software and web publishing tools such as WordPress and social media platforms are strongly preferred. Experience working with multiple constituencies in sometimes difficult and stressful situations. Skills and Knowledge Commitment to equity and inclusion, and serving the needs of a culturally and educationally diverse community. Excellent communication (written, verbal, and listening) skills. Strong problem solving and analytical skills. Finds comfort and enjoyment in the creative process. Impeccable discretion and ability to maintain confidentiality. Excellent customer service skills with the ability to remain composed, friendly, and demonstrate poise under stress while working in a deadline driven environment. Ability to work independently and handle multiple priorities with minimal supervision. Highly motivated and demonstrates initiative. Impeccable organizational skills and ability to coordinate resources within the college community. Strong interpersonal skills with ability to develop and maintain collegial relationships. Must be flexible, collaborative and have a positive attitude. Keen attention to detail. Knowledge of commonly used computer applications including but not limited to the Microsoft Office Suite, Adobe, Banner, Google suite (Gmail, calendar, docs). Willingness and ability to learn additional applications as needed. Ability to work independently and as part of a team. Personal commitment to excellence and the mission of a top-tier small liberal arts college. Benefits: Bates College offers competitive salaries, excellent benefits (health, dental, 9% retirement contribution with potential for an additional 3% match, 10 days of vacation*, 13 paid holidays, free parking, access to library and athletic facilities & more), and a supportive, collegial environment in a drug- and smoke-free workplace. Equal Employment Opportunity Statement: Bates College is committed to the principle of equal opportunity and providing an educational and work environment free from discrimination. The college prohibits discrimination on the basis of race, color, national or ethnic origin, religion, sex, sexual orientation, gender identity or gender expression, age, disability, genetic information or veteran status and other legally protected statuses in the recruitment and admission of its students, in the administration of its education policies and programs, or in the recruitment of its faculty and staff. Bates College adheres to all applicable state and federal equal opportunity laws and regulations. All college faculty, staff, students, contractors, visitors, and volunteers are responsible for understanding and complying with the Non-Discrimination Policy. Inquiries concerning the college's policies, compliance with applicable laws, statutes, and regulations (such as Title VII, Title IX, and ADA/Section 504), and complaints may be directed to Gwen Lexow, Title IX Officer, ************ or via email at ****************. About Bates: Bates is internationally recognized as a leading liberal arts college, attracting 2,000 students from across the U.S. and around the world. Since 1855, Bates has been dedicated to educating the whole person through creative and rigorous scholarship in a collaborative residential community. Committed to opportunity and excellence, Bates has always admitted students without regard to gender, race, religion, or national origin. Cultivating intellectual discovery and informed civic action, Bates prepares leaders sustained by a love of learning and zeal for responsible stewardship of the wider world. Bates engages the forces - intellectual trends, demographic changes, and technology - that are transforming higher education and the world into which our students graduate. Bates has highly competitive admissions, graduates over 90 percent of its entering students, and more than half of its alumni earn graduate degrees. Bates employs 200 faculty members and 550 staff. The college is proud of deep roots in the Lewiston/Auburn community, Maine's second-largest urban area with a population of approximately 65,000. Bates is located on a beautiful, 133-acre, traditional New England campus in Lewiston, an emerging city with an entrepreneurial climate, a lively arts scene, and a dynamic business community. Bates is 35 miles north of Portland, 140 miles north of Boston, and 350 miles north of New York City.

Job DescriptionDescription: The Receptionist/Administrative Support employee works to maintain a high level of customer service to our clients, community and team while supporting Account Managers and team members with administrative tasks. ESSENTIAL DUTIES AND RESPONSIBILITIES The essential functions include, but are not limited to the following: Establishes and maintains a professional, positive, and team-oriented relationship with colleagues. Adherent to company policies and procedures for workflow and documentation. Greet clients and visitors Screen and answer incoming calls - assist and forward as appropriate Take client payments and resolve billing issues (refer to Account Manager as needed) Process In/Out deposits, enter in QuickBooks and reconcile monthly bank statement Process daily receipts and deposits Check incoming faxes and distribute them to appropriate Account Manager or Producer Sort and distribute mail and prepare outgoing mail Process pending cancellations, reinstatements and claim acknowledgements Phone calls to companies, mortgages or clients as requested by Account Managers Order supplies and maintain supply area Print invoices, scan and file as needed Update client database management system Troubleshoot copier issues with service provider Support account managers in day-to-day operations as needed Performing other duties as assigned. Requirements: MINIMUM QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES) Highschool diploma or equivalent. Receive/Maintain appropriate agent licensing. Ability to multitask Self-motivated Proficiency in Microsoft Office, specifically Excel, Word, and PowerPoint Excellent oral and written communication skills; organizational skills Excellent customer relationship skills Positive, friendly, and professional attitude PHYSICAL DEMANDS AND WORK ENVIRONMENT The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

Legal Trainee position requires 2+ years of solid administrative experience. Firm will train in legal processes and procedures for their personal injury practice. Job description is as follows. Responsibilities Provide legal support to attorneys and legal staff Conduct legal research using platforms such as LexisNexis and Westlaw Assist in the preparation and drafting of legal documents, contracts, and correspondence Manage case files and maintain document management systems for efficient retrieval Perform document review and proofreading to ensure accuracy and compliance Coordinate interviews with clients and witnesses as needed Handle filing, data entry, and clerical tasks to support daily operations Maintain an organized system for tracking deadlines and court dates Assist with project management tasks related to ongoing litigation or legal matters Communicate effectively with clients, attorneys, and external parties while maintaining confidentiality

A Per-Diem Rehab Tech position is currently available in our sub-acute/skilled nursing facility located in Kittery, ME. You may have already heard that Preferred Therapy Solutions is different from other therapy companies. Let us tell you why we are a step above the rest. Excellence. Stability. Integrity. We are owned and operated by therapists. We focus on appropriate and ethical patient care. Members of our management team have worked in the very position you are interested in. We understand what therapists need to be successful. We know that a healthy balance between work and family is important, so we offer a very generous paid time off package for full and part-time employees. We know that continuing your education is important, so we have a great education department to help you stay up to date. The success of our residents relies on the success of our staff. We know that providing the highest quality care brings the highest outcome for our residents. After all, we are all in this to help those we treat reach their highest level of independence. Come join our team and be part of our success! A Rehab Tech with Preferred Therapy Solutions will assist the Rehabilitation Staff with patient-related activities in accordance with state licensure and Practice Acts mandates. A Rehab Tech provides technical, and light administrative duties for the Rehabilitation Department. Specific Duties: Assists with specific treatment activities assigned by the treating therapist. Transports patients to and from rehabilitation dept. for scheduled treatment as requested and assist with transfers. Prepares patient for therapy as directed by supervising therapist. Helps in the modification of patient equipment (wheelchairs, splints) as necessary. Reports patient response to treatment and changes in medical status to supervising therapist immediately. Assists with computer data entry and generates reports as requested. Completes timely and accurate documentation of direct, indirect time, payroll, efficiency and clinical reporting. Adheres to confidentiality standards of HIPAA and all Infection Control, Universal Precautions and OSHA standards for the healthcare professional. Uses a professional and clear style of verbal and written communication. Clerical duties such as answering calls, photocopy, file, fax/scan/upload documents, supply orders. Maintains rehabilitation area and equipment in a neat, clean and safe manner. Attends in-services and facility meetings as required. Work cooperatively in group situations and demonstrates flexibility, team building, and promotes a positive work environment. Implements a customer service philosophy to promote value and customer loyalty. Reports to work on time and adheres to schedule Performs other duties as assigned.

The University of Southern Maine's Office of Advising is seeking an Administrative Specialist CL1. This position is a full-time position based on our Gorham campus and serves as the first point of contact for students visiting the Advising office. The primary responsibilities include assisting with in-person visitors, handling phone and email inquiries, and scheduling students with advisors. These duties are essential for ensuring Advising provides high-quality service to our students. The ideal candidate will possess strong customer service and communication skills, be comfortable using various technologies, and demonstrate a dedication to supporting a vibrant academic setting. The role requires discretion and the ability to manage confidential information concerning students and faculty. The starting pay is $18.13 per hour. This position provides a terrific opportunity to pursue a higher education degree through our generous tuition waiver benefit. Additionally, the University of Southern Maine offers highly competitive benefits for full-time and eligible part-time employees that includes (but is not limited to): 14 paid holidays plus earned vacation time and sick time Health, dental and vision insurance Low-cost short-term disability insurance and employer-paid long-term disability insurance Employer-paid basic life insurance and supplemental life insurance A tuition waiver program for employees and their spouse or dependent child(ren) A 403(b)-retirement plan with employer contribution Free access to the METRO system, including the Husky Line with service between our Portland and Gorham campuses To learn more, please review the Benefits Information Summary. The University of Southern Maine is a vibrant academic community located in the greater Portland, Maine area, including campuses in Portland, Gorham, Lewiston, and online. USM is part of the University of Maine System and offers a comprehensive array of undergraduate and graduate programs, emphasizing hands-on learning, community engagement, and interdisciplinary collaboration. With a highly engaged student-centered learning environment, USM is a steward of higher education, helping drive the economic, cultural, and civic life in the communities where our campuses are located and beyond. USM is committed to providing expanded access to high-quality education that elevates economic opportunity and contributes significantly to the vitality of a diverse society. To learn more about USM, visit About Our University. The University of Southern Maine fosters a welcoming and supportive campus environment that respects and appreciates diverse perspectives, enhancing teaching, learning, personal growth, and overall institutional achievement. We welcome applications from candidates of all backgrounds who share our dedication to academic excellence and the enrichment of our community. We are dedicated to our Service Promise, Student Focused Every Day and seek a team member who embraces this commitment and upholds our core values of Respect & Care, Integrity, Equity, and Responsiveness. Required Qualifications: High school diploma or equivalent (G.E.D.) or international degree equivalency One year of related experience Excellent communication and customer service skills Computer proficiency, including experience working with spreadsheets Ability to handle confidential information related to students and faculty To apply, click on ‘Apply Now' or visit our USM Careers Page and submit the following: Cover Letter Resume/Curriculum Vitae Finalist candidates will be asked to provide a list of the names and contact information for references. For full consideration please submit all required materials by January 21, 2026. We are not able to consider applicants who require Visa sponsorship support. Appropriate background screening will be conducted for the successful candidate. The University of Maine System (the System) is an equal opportunity institution committed to fostering a nondiscriminatory environment and complying with all applicable nondiscrimination laws. Consistent with State and Federal law, the System does not discriminate on the basis of race, color, religion, sex, sexual orientation, transgender status, gender, gender identity or expression, ethnicity, national origin, citizenship status, familial status, ancestry, age, disability (physical or mental), genetic information, pregnancy, or veteran or military status in any aspect of its education, programs and activities, and employment. The System provides reasonable accommodations to qualified individuals with disabilities upon request. If you believe you have experienced discrimination or harassment, you are encouraged to contact the System Office of Equal Opportunity and Title IX Services at 5713 Chadbourne Hall, Room 412, Orono, ME 04469-5713, by calling ************, or via TTY at 711 (Maine Relay System). For more information about Title IX or to file a complaint, please contact the UMS Title IX Coordinator at ************************ Clery Act The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, such as the University, prepare, publish, and distribute an Annual Security Report (ASR), and provide notice of the availability of the ASR to all prospective employees. This report consists of two basic parts: disclosure of the University's crime statistics for the past three calendar years; and disclosures regarding the University's current campus security policies. View the University's Annual Security Report (PDF). If you wish to have a paper copy of the ASR or need to have a copy of the ASR in an accessible format, the University will provide such a copy upon request. Please contact our Public Safety Office at ************.

The successful candidate will support the General Manager with administrative tasks, assist with general office and staff support, and be responsible for certain internal and external reporting for three government contracts. Operating under the BIW Business Operating System (BOS), the Administrative Specialist ensures compliance with safety, quality, and performance standards while coordinating with other key stakeholders to meet overall milestones. This position is located in Brunswick, ME with onsite requirements. Work From Home / Remote Work is not available wit this position. Key Responsibilities Administrative Support Provide excellent customer service support by proactively helping with inquiries and by resolving issues timely. Compose correspondence as needed between different departments and external stakeholders. Perform regular Time Accounting (WFM) and PeopleSoft Administration. Planning, coordination, and support for customer visits and program meetings. Collect data, prepare presentations, and perform record keeping duties to manage department Plans of the Week and Digital Dashboards. Support new hire onboarding, orientation and requesting system access. Lead for all special organization events. Assist, and back-up, other administrative support personnel. General Office Support Ensure workplace conditions are compliant with company safety standards and actively participate in the Safety Action Team (SAT) and help lead initiatives. Process payments for off-site operating expenses. Manage budgets and order for specialized office supplies. Internal and External Reporting Support coordination, review, and distribution of internal and external reporting. Monthly review, analysis, and reporting of divisional overhead. Development of, and adjustments to, departmental resource plan and associated reporting. Department compliance reviews of procedures and processes. Travel Coordination and Support Pre-travel authorization. Travel booking within Concur travel system. Travel expense reports and cost comparisons. Local mileage requests. Visit authorization letters for government facilities. Special Projects as assigned. Required/Preferred Education/Training High School Diploma or GED required. An associate's degree in office administration or business or supplemented by related experience. Required/Preferred Experience Minimum 10 years administrative support experience, preferably involving interaction with Executive/Senior Management. Excellent organizational skills and attention to detail. Strong computer, oral, written, analytical and interpersonal skills, coupled with an ability to work independently and/or as a member of a team in a fast-paced environment. Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint). Must be able to effectively manage priorities and meet schedule demands. Experience in compiling and preparing reports and presentations. Excellent written and grammatical skills with the ability to draft correspondence from general guidance. Requires interface with customers. Must be comfortable working professionally with Navy and industry representatives. Ability to work modest levels of overtime, as required. Must be able to support some night or weekend special activities/events. Motivated self-starter, with the ability and desire to act with limited guidance and direction.

Administrative Coordinator SIG SAUER, Inc. is a leading provider and manufacturer of firearms, electro-optics, ammunition, airguns, suppressors, remote controlled weapons stations, and training. For over 250 years SIG SAUER, Inc. has evolved, and thrived, by blending American ingenuity, German engineering, and Swiss precision. Today, SIG SAUER is synonymous with industry-leading quality and innovation which has made it the brand of choice amongst the U.S. Military, the global defense community, law enforcement, competitive shooters, hunters, and responsible citizens. Additionally, SIG SAUER is the premier provider of elite firearms instruction and tactical training at the SIG SAUER Academy. Headquartered in Newington, New Hampshire, SIG SAUER has over 3,400 employees across sixteen U.S. locations in three states, and four additional global facilities. SIG SAUER is certified a Great Place to Work™. For more information about the company and product line visit: www.sigsauer.com Position Summary: The Administrative Coordinator functions as the primary point person on site for facility repairs and focuses on maximizing efficiency of the facility's workflow to achieve completion of work in the minimum time needed and with quality work results. The Administrative Coordinator reports to the Facilities Manager and must work well in a team environment. This individual must work well with other trades, disciplines, Facilities personnel, and always keeps in mind that our goal is to support Manufacturing, Production, and all other internal customers. FLSA: Non-exempt Job Duties and Responsibilities: *Add and maintain CMMS system including adding assets, building locations, PMs, reports, data banks, instruction manuals, etc. *Inventory and requisition parts, equipment, and other supplies so that stock can be maintained and replenished. *Update contracts with service providers and work with outside contractors to schedule, provide proposals, and provide proper documentation. *Create and update work instructions as well as scope of work. Coordinate work orders and assets with the Facilities Manager to include planning, scheduling, and executing work orders. *Interface with Facilities team on the Predictive Maintenance Program and identify variances between sites. *Occasionally work “hands on” with the Facilities team for extra support. Identify trends with equipment, workload, etc., and review, update, and maintain lists and documents pertinent to the department. *Engage in Continuous Improvement projects and tasks. *Be or become a Site Safety Committee member. *Participate in and sustain 5S Standards. *Must follow all required Safety and ISO procedures. *Regular on-site attendance and punctuality is a necessary function of this position. *May be required to work in other functional areas and/or facilities depending on business needs. *May be required to work overtime or alternate shifts based on business needs. *Miscellaneous duties as assigned. Education/Experience & Skills: *High school diploma or equivalent required, associate's degree preferred, or related experience and/or training, or equivalent combination of education and experience. 3+ years of previous experience within an administrative and organizational role. *Experience planning, scheduling, organizing, giving direction, and coordinating the work of skilled tradesmen. *Demonstrate a strong understanding of the key elements of CMMS (Computerized Maintenance Management System) and be the admin of the system. Previous experience with a maintenance system preferred. *Proficient in Microsoft Office applications. *Capacity to enhance and maintain cooperative working relationships between Maintenance team members, Production employees, plant management, Engineering, and contractors, and the ability to interact with other departments to gain access to necessary information. *Must be able to clearly, concisely, and accurately convey ideas and information to others, both verbally and in written form. *Must be a team player and actively helps out in the department where applicable. *Completes assigned tasks on time. Adherence to break times, 15-minute breaks and 30-minute lunch breaks. *Communicate effectively to supervision regarding problems and corrective action. Working Conditions: *Work is primarily standing (90 + % of the shift) except for breaks/lunch periods. *The duties of this position require standing for long periods of time, frequently working on ladders, scaffolds, and lifts; frequent kneeling, running, sitting, crouching, crawling, twisting, grasping and walking can be expected along with frequent lifting equipment up to 40 pounds and/or moving of equipment and materials up to 100 pounds. *Must be able to reach with hands and arms, bend and kneel frequently at a minimum 50% of the shift, as well as undergo repetitive wrist, hand, elbow, shoulder, and ankle motions. *Work environment will sometimes be dusty, dirty, hot or wet conditions, and possible confined spaces. *Assignments will require exposure to varying climate and environmental conditions both extreme cold and warm weather condition for extended periods of time. *Must demonstrate proficient fine motor skills, be able to grip, reach, pull, and turn. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.

Job Description The Office Administrative Assistant provides general administrative and clerical support to ensure efficient operation of the office. This role involves a wide range of responsibilities including answering phones, recording meeting notes, sending out deliverable action items, maintaining files, and supporting managers staff with various administrative tasks. The ideal candidate is detail-oriented, professional, and capable of handling multiple priorities. Key Responsibilities: · Answer, screen, and direct incoming phone calls and emails. · Maintain organized filing systems (physical and digital). · Scan and organize incoming mail. · Make routine bank deposit deliveries. · Complete administrative updates to portals/online tools, and tasks of operations. · Prepare and edit documents, reports, and correspondence as requested. · Order and maintain office supplies and coordinate service requests. · Assist with data entry, invoicing, and light bookkeeping tasks. · Support event coordination, travel arrangements, and internal communications. · Ensure office areas are tidy, stocked, and compliant with safety protocols. · Perform other administrative duties as assigned by leadership. Required Skills and Qualifications: High school diploma or equivalent (Associate's or Bachelor's degree preferred). 1-3 years of administrative or office support experience. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace. Excellent verbal and written communication skills. Strong organizational and time management skills. Ability to maintain confidentiality and handle sensitive information. Professional demeanor and interpersonal skills. Ability to work independently and collaboratively in a team environment. Physical Requirements: Prolonged periods of sitting and working on a computer. Ability to lift up to 15-20 pounds occasionally (e.g., office supplies or packages).

The Receptionist/Administrative Support employee works to maintain a high level of customer service to our clients, community and team while supporting Account Managers and team members with administrative tasks. ESSENTIAL DUTIES AND RESPONSIBILITIES The essential functions include, but are not limited to the following: Establishes and maintains a professional, positive, and team-oriented relationship with colleagues. Adherent to company policies and procedures for workflow and documentation. Greet clients and visitors Screen and answer incoming calls - assist and forward as appropriate Take client payments and resolve billing issues (refer to Account Manager as needed) Process In/Out deposits, enter in QuickBooks and reconcile monthly bank statement Process daily receipts and deposits Check incoming faxes and distribute them to appropriate Account Manager or Producer Sort and distribute mail and prepare outgoing mail Process pending cancellations, reinstatements and claim acknowledgements Phone calls to companies, mortgages or clients as requested by Account Managers Order supplies and maintain supply area Print invoices, scan and file as needed Update client database management system Troubleshoot copier issues with service provider Support account managers in day-to-day operations as needed Performing other duties as assigned. Requirements MINIMUM QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES) Highschool diploma or equivalent. Receive/Maintain appropriate agent licensing. Ability to multitask Self-motivated Proficiency in Microsoft Office, specifically Excel, Word, and PowerPoint Excellent oral and written communication skills; organizational skills Excellent customer relationship skills Positive, friendly, and professional attitude PHYSICAL DEMANDS AND WORK ENVIRONMENT The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

Customer Service/ Assistant needed in preparing and organizing tax documents and client files. Interviewing now for training January 12 - January 14. Assignment duration is through mid April. Must be available to start in on training at Portland office. Training is provided. Manage data entry using Microsoft Office and specialized tax software Support front desk operations, including greeting clients and managing multi-line phone systems Maintain accurate filing systems and document management procedures Understanding of basic 1040 tax filing requirements: total wages, total dependents, etc. Requires good data skills, excellent communication and professional demeanor.