Administrative Assistant - IT

Company: The Middlesex Corporation
Location: Littleton
Posted on: May 1, 2025

Job Description:

The Middlesex Corporation is a nationally recognized and award-winning leader in the heavy civil construction industry. Since 1972, the family business founded by Robert W. Pereira has developed an extensive client and project list through its consistent efforts to safely build America's infrastructure. The Middlesex Corporation specializes in building and reconstructing highways, bridges, marine, rail, and transit facilities through its collaborative team approach and focus on core values. In addition, Middlesex Asphalt in Central Florida is one of the largest and most productive asphalt plants in the United States, with Middlesex Paving earning an equally solid regional presence and reputation.
Position Summary:The IT Administrative Assistant plays a crucial role in managing IT billing, scheduling, and resource coordination across the organization. This position is responsible for tracking and renewing software and IT service contracts, managing chargebacks, and maintaining positive vendor relationships. Additionally, the IT Admin supports project site mobilization and demobilization, inventory and hardware lifecycle management, and company-wide technology ordering. Success in this role requires strong organization, attention to detail, and the ability to manage multiple concurrent processes.
Key Responsibilities

• Comply with (and actively promote) all Safety policies and procedures, including reporting all accidents, incidents, and near-misses to ensure adherence to our Number One Core Value - Safety first, in everything we do.
• Oversee and maintain software contracts in Freshservice.
• Connect IT software to associated contracts and costs.
• Migrate and centralize contracts from disparate systems.
• Track contract renewals and expirations; upload documents to Legal Contract Portal.
• Maintain IT Operations Services calendars, including expirations for certificates, tokens, and secrets.
• Coordinate and schedule IT and vendor support for job sites and corporate needs.
• Manage IT chargebacks and invoice processing.
• Create IT POs, code weekly CorPay card transactions, and resolve billing issues.
• Collaborate with Accounts Payable on payment processing and vendor invoicing.
• Update and maintain IT project calendars.
• Coordinate IT support site visits and resource scheduling.
• Gather requirements, create quotes, and manage MSP/vendor coordination.
• Assist with building automation forms for project mobilization and IT needs.
• Order inventory for regional teams and monitor equipment repairs.
• Track and manage hardware lifecycle and vendor shipments.
• Coordinate equipment pickup, reuse, and recycling.
• Handle Amazon and vendor ordering for company-wide IT needs.
• Maintain productive relationships with hardware vendors (e.g., Dell, Meraki, Verizon, Apple).Qualifications
  • Associate's or bachelor's degree in business administration, Information Technology, or related field preferred (or equal experience).
  • 2+ years of experience in administrative support, preferably within an IT or technical environment.
  • Familiarity with contract management platforms and ITSM tools like Freshservice.
  • Strong organizational skills with the ability to manage multiple timelines and priorities.
  • Excellent attention to detail and accuracy in financial and logistical tasks.
  • Proficient with Microsoft Office Suite (Excel, Outlook, Word) and Google Workspace.
  • Experience with procurement systems and vendor management practices.
  • Strong interpersonal and communication skills for cross-functional coordination.Necessary Attributes:
    • Ability to adapt to different personalities and management styles.
    • Team player with strong interpersonal skills.
    • An ability to efficiently manage a team and lead by example.
    • Self-starter with excellent verbal and written communication skills.
    • Reliance on experience and judgment to plan and accomplish goals.
    • Dedicated and hard-working with a strong focus on quality and efficiency.
    • Possesses strong leadership qualities and the ability to maintain order in high-pressure situations.
    • Above-average organizational skills and a detail-oriented approach to tasks.
    • Strong work ethic and commitment to professionalism and integrity.
      We offer our full-time and eligible part-time team members a comprehensive benefits package that's among the best in our industry. Benefits include medical, dental, and vision plans covering eligible team members and dependents, employee assistance programs, life insurance, disability, top-tier 401k with matching, tuition reimbursement, industry-leading referral program, and generous paid time off.
      
      
      
      
      
      
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Keywords: The Middlesex Corporation, Marthas Vineyard , Administrative Assistant - IT, Administration, Clerical , Littleton, Massachusetts