Administrative Assistant

Aston Carter•Town of Islip, NY

10d•$20 - $23•Onsite

About The Position

The Administrative Assistant provides support for office operations by organizing documents, entering data, managing communications, and assisting with administrative projects. The role helps ensure files, records, and communications are accurate, accessible, and handled promptly and professionally. The position is based in the front office, with an individual desk and approximately three other employees nearby. It is an onsite office role involving frequent phone and email interaction and handling physical documents, mail, and packages. The position is contract to hire and based in Bohemia, New York.

Requirements

Customer service skills and a professional manner on the phone and in email.
Administrative support experience or aptitude, including clerical and administrative assistance tasks.
Accurate data entry skills, including use of Excel or Google Sheets.
Proficiency with Microsoft Outlook or similar email tools, including sending attachments.
Strong filing and document organization skills for paper and digital records.
Ability to answer, route, and manage phone calls courteously and efficiently.
Typically 0 to 1 year of experience in an office, administrative, or customer service role.
Comfort using scanners, shared drives, and email systems.
Organized work style, consistent follow-through, and attention to detail.
Discretion and confidentiality when handling financial and customer information.

Nice To Haves

Experience in manufacturing, distribution, or another inventory-based business.
Basic Excel or Google Sheets skills, including creating and updating simple spreadsheets.
QuickBooks experience.
Ability to support leadership scheduling and special projects using spreadsheets and other office tools.
Strong interpersonal skills and ability to work collaboratively with office staff.

Responsibilities

Organize and maintain paper and digital filing systems so documents can be located and retrieved easily.
Scan invoices, receipts, bills, and other records into a shared drive, labeling and storing files appropriately.
Email scanned documents to the outside accounting firm on a set schedule and track what has been sent.
Answer and route incoming phone calls professionally and manage the general email inbox by responding to or forwarding messages as appropriate.
Sort incoming mail and deliveries and prepare and send outgoing mail and packages.
Enter customer orders and update customer and vendor records accurately and promptly.
Track shipping and receiving paperwork, including packing slips, bills of lading, and receiving documents.
Monitor office supply levels and place orders as needed.
Maintain tidy and organized front-office and shared work areas.
Support the CEO with scheduling, spreadsheets, and special administrative projects as assigned.