Administrative Assistant

Job DescriptionJob DescriptionWe are looking for an Administrative Assistant to support daily operations for a textile manufacturing business in New York, New York. This Contract position will coordinate order activity, maintain accurate pricing and contract records, and serve as a key point of contact across customers and internal teams. The role is well suited to someone who is highly organized, comfortable working with spreadsheets, and able to manage multiple administrative priorities with care and accuracy.

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Responsibilities:
Coordinate purchase orders with mills and production facilities, ensuring requests are entered accurately and processed on time.
Track orders throughout manufacturing and delivery, providing timely updates on status, shipping milestones, and any changes that arise.
Communicate with customers regarding production schedules, shipment timing, and related order details to maintain strong service and follow-through.
Obtain fabric testing documentation and organize reports so records remain complete and accessible.
Review invoice pricing for accuracy and provide approval based on established rates and order details.
Prepare sales agreements and maintain supporting documentation for customer orders and pricing terms.
Partner with accounting to help manage credit clearances, shipment coordination, and additional administrative support when needed.
Collaborate with design teams to enter fabric and pattern information accurately into internal records and reporting tools.
Produce weekly open-order summaries and maintain current pricing, including increases, reductions, and fabric cost calculations. Previous experience in administrative support, office coordination, or a similar business operations role.
Proficiency with Excel and spreadsheets, including maintaining organized data and updating reports accurately.
Strong data entry skills with close attention to detail in pricing, contracts, and order records.
Ability to communicate professionally with customers and internal departments regarding order and shipping information.
Comfortable handling multiple priorities in a fast-paced environment while meeting deadlines.
Experience supporting accounting-related administrative tasks such as invoice review, credit coordination, or shipment documentation. xhqgsiq
Background in receptionist or general office support duties, including responding to inbound calls, is helpful.