East Coast Industrial Services, Inc. is hiring: Secretary / Administrative Suppo

Position Overview:

We are seeking a highly organized and dependable Secretary to provide administrative support across our Sales, HR, and Safety departments. This role is perfect for someone who enjoys a variety of tasks, thrives in a fast-paced environment, and wants to be a key part of keeping operations running smoothly.

Key Responsibilities:

Sales Support (40%)

• Follow up with potential and existing clients via phone or email after sales calls or meetings
• Schedule sales appointments and maintain the sales team's calendar
• Assist in preparing sales proposals, contracts, and client communications
• Track leads, update CRM systems, and maintain call logs
• Generate simple sales reports and maintain organized files

HR Support (30%)

• Help coordinate new hire onboarding tasks such as scheduling orientations and preparing welcome materials
• Assist in maintaining employee records, including filing and scanning documents
• Distribute company-wide announcements or policy updates
• Help coordinate interviews, training sessions, and HR-related meetings
• Provide general support with document preparation (e.g., job postings, write-ups, benefit forms)

Safety Support (30%)

• Assist with the tracking and logging of safety reports, incident forms, and inspection checklists
• Schedule safety training sessions and send out reminders to staff
• Order safety supplies and ensure inventory is stocked (PPE, pickers, etc)
• Assist in drafting safety communications, signage, or bulletins

Required Skills & Qualifications:

• High school diploma or GED (Associate's degree preferred)
• 1+ years of administrative or clerical experience
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Strong written and verbal communication skills
• Excellent attention to detail and time management
• Ability to handle confidential information with discretion
• Comfort working with multiple departments and juggling priorities

Preferred Experience:

• Familiarity with CRM software (e.g., Salesforce, HubSpot)
• Experience working in HR or Safety environments
• Bilingual (English/Spanish) is a plus