Administrative Assistant

Administrative Assistant

INDUSTRIAL SAFETY & RESCUE (IS&R) | FULL-TIME ON-SITE

About Industrial Safety & Rescue

Industrial Safety & Rescue (IS&R) is headquartered in Westwood, MA and provides standby rescue services, workplace safety training, safety consulting, and specialized safety and rescue equipment. Since 2012, we have supported construction, utilities, manufacturing, municipalities, and other industries throughout New England and beyond.

Position Summary

We are seeking a highly organized, dependable, and proactive Administrative Assistant to support daily office operations, human resources, operations and training support. The ideal candidate has a positive, professional temperament, superior communication skills, strong attention to detail, and an eagerness to learn new software. This role works closely with the President, Operations Manager, Office Manager, Bookkeeper, and other team members.

Key Responsibilities

General Administration & Office Support

· Strong knowledge of office equipment including computer, scanner, printer, laminator

· Perform data entry and reporting features in various software.

· Manage correspondence, phone calls, document preparation, filing, and recordkeeping.

· Maintain organized electronic and physical files; coordinate office supplies, mail distribution

· PO Box and bank runs as required

Human Resources & Employee Onboarding

· Coordinate new-hire onboarding from start to finish utilizing payroll software, which involves uploading credentials, tracking in-house training and verifying government documents.

· Maintain confidential personnel records and track new and ongoing certifications, training, and expiration dates.
• Work with vendors to ensure digital timesheets are processed on a timely basis.

Operations & Training Support

· Learn scheduling software to assist with scheduling, customer communications, adding new clients, and operational reporting.

· Respond to client requests for W9s and COIs.

· Coordinate class registrations, rosters, training materials, certificates, and classroom preparation.

· Maintain training databases and support compliance documentation and project coordination.

Project Coordination & Team Collaboration

· Own assigned projects from planning through completion, monitoring deadlines and reporting progress.

· Work with sister companies to ensure correspondence is distributed and projects are on schedule.

· Miscellaneous projects as directed by Supervisor.

Qualifications & Skills

· 5-10 years prior administrative experience; HR, operations, or training coordination experience a plus.

· Proficiency in Microsoft Word, Excel, and Outlook; willingness to learn new systems.

· Excellent written and verbal communication, organization, and time management.

· Ability to manage multiple priorities independently, maintain confidentiality, and follow through.

Pay: $25.00 per hour

Expected hours: 40.0 per week

Benefits:
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Education:
• Associate (Preferred)

Experience:
• Administrative: 5 years (Required)

Ability to Commute:
• Westwood, MA 02090 (Required)

Work Location: In person