Administrative Assistant
About The Position
The Administrative Assistant provides essential support to office operations by organizing documents, handling data entry, managing communications, and assisting with administrative projects. The role ensures files, records, and communications are accurate, accessible, and handled promptly and professionally to support smooth day-to-day business operations. This is a contract-to-hire position based in the front office in Bohemia, New York, working onsite alongside approximately three other employees. The position uses computers, scanners, shared drives, email, and spreadsheet tools, and involves frequent phone and email interactions as well as handling physical documents, mail, and packages. The Administrative Assistant also supports the CEO with scheduling, spreadsheets, and special administrative projects as assigned.
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 data entry in 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 working with scanners, shared drives, and email systems.
- Organized work style with 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 is preferred.
- Basic Excel or Google Sheets skills, including creating and updating simple spreadsheets.
- QuickBooks experience is a plus.
- Ability to support leadership with scheduling and special projects using spreadsheets and other office tools.
- Strong interpersonal skills and the 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 the shared drive, ensuring files are clearly labeled and properly stored.
- 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, responding to or forwarding messages as appropriate.
- Sort incoming mail and deliveries and prepare and send outgoing mail and packages.
- Enter customer orders and accurately and promptly update customer and vendor records.
- Track shipping and receiving paperwork, including packing slips, bills of lading, and receiving documents.
- Monitor office supply levels and place orders as needed.
- Maintain a tidy and organized front office and shared work areas.
- Support the CEO with scheduling, spreadsheets, and special administrative projects as assigned.
Benefits
- Medical insurance
- Dental insurance
- Vision insurance
- 401(k) retirement plan, with pre-tax and Roth post-tax contributions available
- Voluntary life and AD&D insurance for the employee and dependents
- Short- and long-term disability
- Health Spending Account (HSA)
- Transportation benefits
- Employee Assistance Program
- Time off or leave, including PTO, vacation, or sick leave
- Critical illness, accident, and hospital coverage
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
