Administrative Assistant

Job Description

Job Description

We are looking for a motivated Administrative Assistant to join a busy team in New York. This contract opportunity with permanent potential is well suited for someone early in their career who enjoys staying organized, supporting daily office operations, and learning new processes in a fast-moving environment. The role will work closely with the administrative lead to help keep paperwork, client communication, and project coordination on track. Candidates who are dependable, discreet, and comfortable managing multiple priorities will thrive in this position.

Responsibilities:
• Coordinate communication with clients regarding pricing requests, project updates, and general administrative follow-up.
• Create and maintain work order documentation for pickups, deliveries, and related operational activities.
• Gather vendor pricing and confirm product availability, lead times, and other details needed to support project planning.
• Assist with sourcing fabrics, requesting samples, and organizing information for ongoing client needs.
• Prepare quotations and distribute them accurately using company systems and standard documentation.
• Complete required vendor paperwork, facility forms, and other administrative records in a timely manner.
• Organize files, maintain folders, and ensure important documents are easy to retrieve and properly distributed internally.
• Provide general office support, including data entry, front-desk assistance, and handling inbound inquiries as needed.• Strong organizational skills with the ability to manage several tasks at once while maintaining accuracy.
• Ability to handle sensitive information with professionalism, sound judgment, and discretion.
• Self-motivated approach to work with the ability to learn quickly and operate independently.
• Clear written and verbal communication skills for interacting with clients, vendors, and internal team members.
• Comfort working in a fast-paced office setting where priorities may shift throughout the day.
• Familiarity with Microsoft Word and basic office software; exposure to Excel or PowerPoint is helpful.
• Experience with QuickBooks is beneficial but not required, as training can be provided.
• Previous administrative, office support, data entry, or front desk experience is a plus, but not mandatory.