Administrative Assistant

Aston Carter•Town of Southampton, NY

13d•$25 - $25•Onsite

About The Position

The Administrative Assistant provides essential support to office operations by managing incoming truck ticketing in NetSuite, handling daily administrative tasks, and delivering professional customer service to internal and external stakeholders. This role ensures accurate data entry, organized records, and smooth communication across the office while working both independently and collaboratively with the team.

Requirements

1–3 years of administrative, office support, customer service, or related experience.
Proficiency with Microsoft Office Suite, including Word, Excel, and Outlook.
Experience with customer service in an office or similar environment.
Strong data entry skills with high attention to detail and accuracy.
Strong organizational and time management skills to handle multiple tasks effectively.
Excellent verbal and written communication skills for interacting with colleagues, customers, and vendors.
Ability to multitask and prioritize work effectively in a fast-paced environment.
Ability to work independently with minimal supervision as well as collaboratively within a team.
Professional demeanor and positive attitude when interacting with visitors, callers, and coworkers.

Nice To Haves

Experience with NetSuite or similar ticketing or enterprise resource planning (ERP) systems.
Clerical experience, including filing, mail handling, and document organization.
Administrative support experience in a business office setting.
Comfort with learning new software tools and adapting to updated processes.
Demonstrated reliability and consistency in completing administrative tasks on time.

Responsibilities

Ticket incoming trucks accurately within the NetSuite system and ensure all related data is complete and up to date.
Provide comprehensive administrative support to management and office staff to help daily operations run smoothly.
Answer and direct incoming phone calls in a professional manner and respond to or route emails promptly.
Maintain organized electronic and paper filing systems to ensure documents are easy to locate and properly stored.
Enter, update, and manage data within the company ticketing systems, with a primary focus on NetSuite.
Assist with invoice processing, including tracking and organizing invoices for timely handling.
Support the creation and management of purchase orders and assist with expense tracking as needed.
Coordinate mail distribution, including receiving, sorting, and delivering mail to appropriate recipients.
Handle shipping activities by preparing packages and coordinating pickups or deliveries as required.
Greet visitors in a professional and welcoming manner and provide courteous customer service.
Collaborate with office staff to identify opportunities to improve administrative processes and workflows.
Maintain confidentiality of sensitive information and follow company policies and procedures in all administrative tasks.