Reception Administrative Assistant

Job Description

Job Description

Title: Receptionist / Administrative Coordinator

Location: Deer Park, NY (100% On-Site)

Employment Type: Full-Time / TEMP-HIRE

Position Summary

Winston Staffing is actively seeking a professional, highly organized, and proactive  Receptionist / Administrative Coordinator to join our client's team in  Deer Park, NY . Serving as the primary point of contact for the facility, this versatile role blends front-desk hospitality with vital multi-departmental administrative support—including direct assistance to leadership and aftermarket service operations.

Key Responsibilities

• Front Desk Leadership & Customer Service: Greet visitors, vendors, clients, and job candidates professionally. Manage multiline phone routing and visitor sign-in logs with a warm, polished demeanor.
• Document & Records Management: Sort, scan, and distribute daily mail, incoming invoices, and business correspondence. Maintain structured electronic filing systems and archive customer order records.
• Administrative & Operational Support: Utilize MS Office (Word, Excel, Outlook) and enterprise software (Syteline ERP) to prepare recurring reports, retrieve invoices, and complete special project assignments.
• Facility & Supply Procurement: Monitor office and breakroom inventory, manage supply procurement, and coordinate facility administrative needs to ensure an organized office environment.
• Meeting & Event Coordination: Manage conference room scheduling, guest setup, catering logistics, and support employee recognition activities.
• Service & Aftermarket Administration: Maintain and distribute monthly after-hours technician schedules, update schedule adjustments for time-off requests, and track daily call activity reports from answering services.

Candidate Qualifications

• Experience: 1 to 5 years of proven experience as a receptionist, administrative assistant, or office coordinator (experience in manufacturing, distribution, or corporate offices preferred).
• Technical Proficiency: Strong skills in Microsoft Office (Word, Excel, Outlook). Prior exposure to ERP systems (such as  Syteline / Infor ) is a strong plus.
• Core Competencies: Exceptional organizational habits, strong verbal and written communication skills, high attention to detail, and a customer-focused mindset.
• Professional Demeanor: Proven ability to manage shifting priorities in a fast-paced environment while maintaining strict confidentiality and professionalism.