Administrative specialist jobs in Portland, ME - 120 jobs

JobID: 2283 JobSchedule: Part time JobShift: Bargaining Unit: The Administrative Specialist CL3 with the University of Maine Cooperative Extension is responsible for general office administrative tasks in support of the Food & Nutrition and 4-H faculty, staff, and volunteers conducting educational programming, research, and/or outreach. The work done in this position is essential to Cooperative Extension's mission because it provides customer service to the public and supports an efficient administration. This work will often be done in partnership with county-based colleagues. Position will be based in the Cumberland County Cooperative Extension office in Falmouth, Maine. This position is contingent on funding. This is a part-time, 32 hours per week position with a flexible schedule. Normal office hours are Monday through Friday, 8:00am to 4:30pm. This position pays $21.09 an hour. Essential Duties and Responsibilities: * Provides administrative support which may include maintaining department data, preparing and distributing department documents; performs the duties of assigned staff. * Composes, edits, and reviews a variety of standard and/or specialized correspondence, reports, documents, applications, forms, violations, memos, and/or other applicable materials. * Compiles, sorts and summarizes a variety of routine data; using a variety of programs, prepares simple charts and analyses, including basic summary statistics. * Organizes and maintains files, including creating and maintaining confidential department/employee /student files; files documents alphabetically, numerically, or by other prescribed methods. * Performs basic bookkeeping including tracking budgets, monitoring expenditures, preparing purchase orders, depositing cash and checks, and preparing financial reports and/or other appropriate payroll tasks. * Provides timely and accurate information in response to public requests for information. * Develops and maintains professional relationships that reflect courtesy, civility, and mutual respect. * Participates in UMaine Extension staff and Extension Association meetings as a member of the county staff as appropriate. * Contributes skills and insights for effective office management with co-workers. * Utilizes coaching and mentoring methods that provide an environment that is anticipatory, supportive, and encourages constructive feedback on performance. * Performs other reasonably related duties as assigned. Complete Job Announcement About the University: The University of Maine is a community of more than 11,900 undergraduate and graduate students, and 2,500 employees located on the Orono campus, the regional campus in Machias, and throughout the state. UMaine is a land, sea and space grant university, and maintains a leadership role as the University of Maine System's flagship institution. UMaine is the state's public research university and a Carnegie R1 top-tier research institution, dedicated to providing excellent teaching, research and service for Maine, the nation and the world. More information about UMaine is at umaine.edu. The University of Maine offers a wide range of benefits for employees including, but not limited to, tuition benefits (employee and dependent), comprehensive insurance coverage including medical, dental, vision, life insurance, and short and long term disability as well as retirement plan options. As a former NSF ADVANCE institution, the University of Maine is committed to diversity in our workforce and to dual-career couples. Qualifications: Required: * Career Level 3: 60 credits or more of higher education or equivalent work experience and training; AND three years administrative support experience. * Experience in office settings, performing a variety of routine to non-routine clerical and administrative support responsibilities and tasks. * Ability to communicate effectively using oral, written and electronic methods. * Proficiency with computer programs such as Microsoft Excel, Word and PowerPoint, as well as Google Drive and document management software. * Ability to work independently and manage multiple tasks in an autonomous work environment as well work effectively as part of a team, and able to achieve and document measurable results. Preferred: * Knowledge of University of Maine Cooperative Extension and its educational programs. * Experience with UMaine's General Ledger and MaineStreet systems. * Ability to maintain moderately complex databases. * Experience working with diverse audiences; knowledge of diversity, equity and inclusion; and understanding of equal opportunity, affirmative action and civil rights policies. Other Information: To be considered for this position you will need to "Apply" through University of Maine's Online Platform* and upload the documentation listed below: 1.) a cover letter which addresses the specifically required knowledge and qualifications for this position. 2.) a resume/curriculum vitae Candidates selected to proceed to the final stages of the search process will be requested to provide a list of three names, emails, and phone numbers for references. Incomplete application materials cannot be considered. Materials received after the initial review date will be reviewed at the discretion of the University. For full consideration, materials must be submitted by 4:30pm on February 17, 2026. For questions about the search, please contact search committee chair: Kate McCarty. The successful applicant is subject to appropriate background screening. In complying with the letter and spirit of applicable laws and pursuing its own goals of diversity, the University of Maine System does not discriminate on the grounds 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, or veterans or military status in employment, education, and all other programs and activities. The University provides reasonable accommodations to qualified individuals with disabilities upon request. The following person has been designated to handle inquiries regarding non-discrimination policies: Director of Equal Opportunity and Title IX Services, 5713 Chadbourne Hall, Room 412, University of Maine, Orono, ME 04469-5713, ************, TTY 711 (Maine Relay System). 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. You may view the University's Annual Security Report. If you wish to have a paper copy of the ASR or you need to have a copy of the ASR in an accessible format, the University will provide such a copy upon request. Please contact: UMaine Police Department, 81 Rangeley Rd., The University of Maine, Orono, ME 04469-5794, or call ************.

The Administrative Specialist CL3 with the University of Maine Cooperative Extension is responsible for general office administrative tasks in support of the Food & Nutrition and 4-H faculty, staff, and volunteers conducting educational programming, research, and/or outreach. The work done in this position is essential to Cooperative Extension's mission because it provides customer service to the public and supports an efficient administration. This work will often be done in partnership with county-based colleagues. Position will be based in the Cumberland County Cooperative Extension office in Falmouth, Maine. This position is contingent on funding. This is a part-time, 32 hours per week position with a flexible schedule. Normal office hours are Monday through Friday, 8:00am to 4:30pm. This position pays $21.09 an hour. Essential Duties and Responsibilities: Provides administrative support which may include maintaining department data, preparing and distributing department documents; performs the duties of assigned staff. Composes, edits, and reviews a variety of standard and/or specialized correspondence, reports, documents, applications, forms, violations, memos, and/or other applicable materials. Compiles, sorts and summarizes a variety of routine data; using a variety of programs, prepares simple charts and analyses, including basic summary statistics. Organizes and maintains files, including creating and maintaining confidential department/employee /student files; files documents alphabetically, numerically, or by other prescribed methods. Performs basic bookkeeping including tracking budgets, monitoring expenditures, preparing purchase orders, depositing cash and checks, and preparing financial reports and/or other appropriate payroll tasks. Provides timely and accurate information in response to public requests for information. Develops and maintains professional relationships that reflect courtesy, civility, and mutual respect. Participates in UMaine Extension staff and Extension Association meetings as a member of the county staff as appropriate. Contributes skills and insights for effective office management with co-workers. Utilizes coaching and mentoring methods that provide an environment that is anticipatory, supportive, and encourages constructive feedback on performance. Performs other reasonably related duties as assigned. Complete Job Announcement About the University: The University of Maine is a community of more than 11,900 undergraduate and graduate students, and 2,500 employees located on the Orono campus, the regional campus in Machias, and throughout the state. UMaine is a land, sea and space grant university, and maintains a leadership role as the University of Maine System's flagship institution. UMaine is the state's public research university and a Carnegie R1 top-tier research institution, dedicated to providing excellent teaching, research and service for Maine, the nation and the world. More information about UMaine is at umaine.edu. The University of Maine offers a wide range of benefits for employees including, but not limited to, tuition benefits (employee and dependent), comprehensive insurance coverage including medical, dental, vision, life insurance, and short and long term disability as well as retirement plan options. As a former NSF ADVANCE institution, the University of Maine is committed to diversity in our workforce and to dual-career couples. Qualifications: Required: Career Level 3: 60 credits or more of higher education or equivalent work experience and training; AND three years administrative support experience. Experience in office settings, performing a variety of routine to non-routine clerical and administrative support responsibilities and tasks. Ability to communicate effectively using oral, written and electronic methods. Proficiency with computer programs such as Microsoft Excel, Word and PowerPoint, as well as Google Drive and document management software. Ability to work independently and manage multiple tasks in an autonomous work environment as well work effectively as part of a team, and able to achieve and document measurable results. Preferred: Knowledge of University of Maine Cooperative Extension and its educational programs. Experience with UMaine's General Ledger and MaineStreet systems. Ability to maintain moderately complex databases. Experience working with diverse audiences; knowledge of diversity, equity and inclusion; and understanding of equal opportunity, affirmative action and civil rights policies. Other Information: To be considered for this position you will need to “Apply” through University of Maine's Online Platform* and upload the documentation listed below: 1.) a cover letter which addresses the specifically required knowledge and qualifications for this position. 2.) a resume/curriculum vitae Candidates selected to proceed to the final stages of the search process will be requested to provide a list of three names, emails, and phone numbers for references. Incomplete application materials cannot be considered. Materials received after the initial review date will be reviewed at the discretion of the University. For full consideration, materials must be submitted by 4:30pm on February 17, 2026. For questions about the search, please contact search committee chair: Kate McCarty. The successful applicant is subject to appropriate background screening. In complying with the letter and spirit of applicable laws and pursuing its own goals of diversity, the University of Maine System does not discriminate on the grounds 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, or veterans or military status in employment, education, and all other programs and activities. The University provides reasonable accommodations to qualified individuals with disabilities upon request. The following person has been designated to handle inquiries regarding non-discrimination policies: Director of Equal Opportunity and Title IX Services, 5713 Chadbourne Hall, Room 412, University of Maine, Orono, ME 04469-5713, ************, TTY 711 (Maine Relay System). 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. You may view the University's Annual Security Report. If you wish to have a paper copy of the ASR or you need to have a copy of the ASR in an accessible format, the University will provide such a copy upon request. Please contact: UMaine Police Department, 81 Rangeley Rd., The University of Maine, Orono, ME 04469-5794, or call ************.

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).

Job DescriptionClient Experience & Administrative Coordinator Job Type: Full-Time | On-Site Industry: Cannabis & Environmental Testing (PFAS) Compensation: $40 - $60,000 About Nova Analytic Labs Nova Analytic Labs is a science-driven startup operating at the intersection of cannabis compliance and PFAS testing innovation. We are building a culture of excellence, accountability, and client-focused service. As we scale operations, we're seeking a sharp, capable, and tech-savvy Client Experience & Administrative Coordinator to help lead our front office operations and client interfacing systems. This is not a traditional receptionist or entry-level admin role. You'll play a key role in ensuring that our clients-ranging from cultivators to municipal agencies-receive timely, accurate service, and that our internal systems are streamlined, documented, and optimized. The ideal candidate is organized, responsive, and capable of working across multiple platforms to support operations and manage client engagement. Key Responsibilities Client Experience & Communication Serve as the first point of contact for client inquiries (phone, email, chat, walk-ins). Coordinate onboarding of new clients, including intake forms, SOP sharing, and CRM profile setup. Follow up with clients regarding sample submissions, testing status, or invoicing. Manage inbound messages and route to the appropriate internal team members. Track and resolve customer issues promptly, documenting all communications in the CRM. Administrative & Operational Coordination Own scheduling logistics for field samplers, lab pickups, and technician support. Maintain and organize internal documentation, compliance records, and audit materials. Assist with customer invoicing and follow-ups related to payments or lab credits. Support the Laboratory Director and QA Officer with recordkeeping, scheduling, and reporting tasks. Monitor key operations dashboards and maintain status reports for leadership. Technology & Systems Administration Manage CRM and client portals (preferably in Zoho CRM, Zoho Desk, Zoho Creator or similar platforms). Configure, troubleshoot, and optimize SaaS platforms, forms, and workflows as a super admin. Collaborate with IT or external vendors to maintain system integrity and user access controls. Build automations, custom views, or reports within CRM and ticketing systems. Administer internal apps or dashboards-no coding required, but ability to understand, test, and manage configurations is essential. Qualifications Required: 2-4 years in a client services, operations, or administrative coordinator role Demonstrated experience with CRM tools, preferably Zoho suite or similar (Salesforce, HubSpot, Monday.com) Strong Excel/Google Sheets skills (filters, pivot tables, lookups, conditional logic) Proven comfort managing web-based systems and working across multiple tabs and apps daily Excellent verbal and written communication; confident on the phone and via email Ability to troubleshoot and configure software, build templates/forms, and manage user roles Preferred: Familiarity with the cannabis industry, environmental consulting, or regulatory compliance Experience with Zoho Creator, Flow, Forms, Books, or other low-code/no-code platforms Exposure to lab operations, sample chain of custody, or scientific testing environments Bonus if you've coded or used Zapier, Make (Integromat), or other automation platforms What You'll Get A front-row seat in a high-growth testing lab Autonomy, responsibility, and clear paths for advancement Cross-training in both cannabis and environmental testing sectors Opportunity to shape client workflows, operational systems, and digital infrastructure from the ground up Requirements Advanced computer skills and ability to configure and program various SaaS software platforms used in day-to-day management of tasks, communication, finances, CRM etc. Experience with Zoho platform is a plus. Bachelor degree with management experience preferred 2 years college coursework or high school diploma 1-3 years of administrative experience, supervisory role preferred Preferred experience in the cannabis testing, food testing or environmental testing field BenefitsHealth, dental and vision plans available Profit sharing plan 3-5 weeks PTO 401k

Join Our Team - Urgently hiring Executive Administrative Specialist in South Portland! Job Title: Executive Admin Specialist Pay: $23.00 per hour Hours: Monday to Friday, 8 AM to 5 PM (flexible schedule available) As an Executive Admin Specialist, you'll play a pivotal role in ensuring smooth operations and enhancing team productivity. You will collaborate closely with top executives to deliver results that make a difference. What You'll Do: As an Executive Admin Specialist, you will be responsible for: Managing schedules and appointments for executive leadership, including a Vice President, AVP, or Chief. Making independent decisions within established practices and procedures to resolve diverse problems. Drafting and editing various written communications and correspondence with professionalism. Supporting and managing different administrative projects with minimal direction and oversight. Assisting with daily operations and providing essential administrative support to the team. Organizing and maintaining records, files, and critical documentation. Drafting agendas and preparing PowerPoint presentations for key stakeholders. Capturing and distributing meeting minutes for high-level meetings and committees. Performing additional tasks as delegated by the executive leadership team. What You'll Bring: The ideal candidate for this role will have: A High School Diploma or GED (preferred). 3-4 years of experience in an administrative support role. Exceptional written and oral communication skills. Advanced skills in Microsoft Office (Word, Excel, PowerPoint). Strong interpersonal skills and the ability to collaborate effectively with colleagues at all levels. Proven multi-tasking and problem-solving skills. Knowledge of medical terminology (preferred). Excellent attention to detail, organizational skills, and the ability to juggle multiple tasks. Technologically savvy, with the ability to quickly adapt to new tools and systems. Previous experience managing schedules and supporting executive leadership in a corporate environment (preferred). Why Join Us in South Portland? Flexible schedule: Enjoy a balance between work and personal life. Career development opportunities: Join a team committed to your growth and success. Supportive team culture: Be part of a collaborative and positive work environment. Enjoy affordable health and prescription coverage with no waiting period! Comprehensive benefits will be offered by the employer upon permanent hire, along with our Referral Bonus Program to earn extra cash. Location & Schedule: This position is on-site in South Portland, ME, and offers standard work hours of Monday to Friday, 8 AM to 5 PM (flexible schedule available). Ready to Take the Next Step? If you're ready to embark on a rewarding career as an Executive Admin Specialist in South Portland, apply today or contact our recruiting team to learn more. Don't wait, we're hiring now!

ADUSA Distribution is the distribution company of Ahold Delhaize USA, providing distribution services to one of the largest grocery retail supply chains in the nation. ADUSA Distribution fosters a culture that inspires and empowers our associates to always deliver exceptional service and value. Our team is supporting the supply chain network evolution to an integrated self-distribution model of the future, serving leading omnichannel grocery brands - Food Lion, Giant Food, The GIANT Company, Hannaford and Stop & Shop. To learn more about our company and the other supply chain companies of Ahold Delhaize USA, visit **************** x We are an organization that values diversity and encourages all qualified individuals to apply without regard to sex, race, color, ancestry, national origin, citizenship status, religion, age, marital status (including civil unions), military service, veteran status, pregnancy (including childbirth and related medical conditions), genetic information, sexual orientation, gender identity, legally recognized disability, domestic violence victim status or any other characteristic protected by law. Our organization is committed to working with and providing reasonable accommodations to individuals with disabilities, including applicants. If you have a disability and require assistance in the application process, please email **********************.

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

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 with 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.

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

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.

French speaking 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. 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.

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.

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.

Full-time Description Do you have a genuine and caring interest in working with the elderly? Are you highly organized, possess outstanding interpersonal skills and display a high level of energy and enthusiasm? Do you seek a rewarding career within a supportive workplace? Consider joining our team - we offer the opportunity to improve the lives of others while fulfilling your own career goals! Hiring immediately! Woodlands Senior Living is the first senior living organization in Maine to have earned an accreditation by The Joint Commission! What does this mean for you? You could have the opportunity to work with an organization that has surpassed high-level standards of quality, safety and experience for the residents, families and staff served. We are a Maine-based, family-owned-and-operated organization that provides the people of Maine a trusted partner in assisted living and memory care. Our mission is to make each day the best day possible for every resident we serve. Our teammates are committed to high standards of behavior to deliver the highest quality of care and provide a safe and inclusive work environment. What you will do as an Administrative Assistant: Scheduling and conducting/coordinating the conduct of general and job-specific orientation and ensuring complete and accurate documentation of such. Submitting reports to designated recipients. Conducting facility-level payroll procedures. Performing all other related duties as assigned by the Executive Director/Administrator. The benefits to join the team: Vacation and holiday pay because you deserve time to relax and recharge Referral bonus to show our appreciation for seeking new team members Tuition assistance because we believe in the investment of your growth and success Health, dental, vision and supplemental benefits to support your health 401(k) savings and investment plan to prepare for your future Requirements What you'll bring to the role: Must be 18 years of age Must provide proof of immunization/immunity to MMR and Varicella Strong command of the English language with the ability to follow oral and written instructions with precision Salary Description $18 - $25/hour

Wireless Sales Assistant Wireless Zone , A Verizon Wireless Authorized Retailer is the nation's largest wireless retail franchise with over 400 stores and growing. We are looking for a high-energy, reliable individual with outstanding customer service skills to assist our Wireless Sales Representatives when selling and helping our customers with their Verizon Wireless cellular service and products. If you are outgoing with amazing energy. You love to talk about cool technology. Well, we have the job for you. As a Wireless Sales Assistant, you will get to know our communication technology inside and out, and you will be the one everyone else looks to when it comes to what's next in wireless and wired technology solutions. It is good to be the expert. We offer Competitive hourly pay (with periodic goal-based incentives) Paid time off On-going training on the latest technology A fun, fast paced work environment A growing company with lots of opportunity for growth Job Description Assist our tenured Wireless Sales Representatives with all aspects of the sales process and customer service duties. Help with all administrative aspects of the sale including completing customer contracts and warranties, pulling products from inventory, accepting customer payments and filing the completed orders. Maintain strong knowledge of all Company products, accessories, pricing plans, promotions, and service features. Maintain knowledge of competitive offers and provide critical market feedback to the Store Manager regarding local competition and product/service needs. Handle service inquiries from customers. Provide efficient, courteous customer service and assistance in all aspects of product offerings and services. Job Requirements Must be 18yrs old Goal orientated Works well with others in a competitive, friendly team environment Staying up to date on the latest data/entertainment technology and devices, such as Wi-Fi, data devices, etc. Customer Service focused Understanding customers' needs and helping them discover how our products meet those needs Multi-tasking in a fast-paced team environment Working a variety of hours including weekends, evenings and holidays involving occasional overtime Educating and engaging customers through product demonstrations Interacting with customers and providing prompt and courteous customer service to all customers in person, via phone or written note Position may be commissioned, and quota based Desired Qualifications: Highschool Diploma 1-year retail/customer facing/sales experience preferred. E.O.E (Equal Opportunity Employer) Compensation: $33,280.00 - $45,000.00 per year Our Company In 1988 Wireless Zone opened it's first store in Wethersfield, CT. From the moment it opened, it was a model that begged to be replicated. Today we've grown to become the largest Wireless Franchise in the US. We have over 400 stores, in 28 states throughout the northeast, mid-Atlantic, south and mid-west. In addition to our franchise stores we have a growing number of corporately owned and operated locations. We sell all the latest cellular/wireless phones, GPS navigation, wireless accessories, Verizon FIOS High Speed Fiber Optic Network, Wireless Data Devices and pre-paid cellular services. Our Culture We take pride in being a first name only company and we realize that employees are the key to our continued success. Today our employees are committed to the same standards of outstanding customer service that helped to found the company. We are dedicated to being the nation's top wireless retailer by providing the best customer experience. Our Community The Wireless Zone franchise is passionate about community involvement and positively impacting the lives of others. The Wireless Zone Foundation for Giving was established in 2003 and offers grants to charitable organizations from donations by Wireless Zone franchisees, employees and friends. The grants are given to support programs and organizations dedicated to improving the communities in which we operate and live. Our Future In December 2012, the Wireless Zone franchise was acquired by GLENTEL, the largest independent multi-carrier mobile phone retailer in Canada and a leading international provider of innovative telecommunications services. This merger is expected to open exciting new possibilities for growth for our company. We are constantly in search of other business lines that would complement our current list of services and provide another source of profit for our franchise owners. Join our team today!

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 with 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.

Join Our Team as a Front Desk Administrative Assistant in Raymond, ME - Urgently Hiring! Job Title: Front Desk Administrative Assistant Pay: $20 - $24 per hour (DOE) Hours: Full-time, Monday - Friday, 8:00 AM - 4:30 PM What You'll Do: As a Front Desk Administrative Assistant, you will be responsible for: Answering and directing calls, while warmly greeting visitors to create a welcoming atmosphere. Sorting mail and maintaining payroll spreadsheets to ensure accurate record-keeping. Processing timecards and compiling wage reports in a timely manner. Taking detailed meeting minutes and organizing paychecks efficiently. Processing wage bonuses, customer invoices, and managing spreadsheets to support the workflow. Assisting with accounts payable support and general administrative tasks as needed. What You'll Bring: The ideal candidate for this role will have: Education: High school diploma or equivalent. Experience: Some related experience preferred, showcasing your capability in this role. Skills: Strong proficiency in Excel is required; experience with Word is a plus. Personal Traits: You are detail-oriented, professional, and organized, with a positive attitude and willingness to learn. Why Join Us in Raymond? Enjoy flexible hours and a supportive team culture that fosters growth and collaboration. Benefit from competitive pay and great benefits which include immediate access to affordable health and prescription coverage. Upon permanent hire, take advantage of employer-sponsored benefits and ask about our Referral Bonus Program. Location & Schedule: This position is on-site in Raymond, ME, and offers a consistent weekday schedule. Ready to Take the Next Step? If you're ready to embark on a rewarding career as a Front Desk Administrative Assistant in Raymond, apply today or contact our recruiting team to learn more. Don't wait, we're hiring now! #BSCP

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