Administrative Assistant (Part-Time / On-Site - Long Island City, NY)

Administrative Assistant (Part-Time / On-Site – Long Island City, NY) About XiX Maintenance: XiX Maintenance is a women- and minority-owned cleaning, restoration, and maintenance company serving commercial and residential properties throughout New York City. We take pride in our professionalism, reliability, and long-term client relationships. We’re looking for a motivated, detail-oriented Administrative Assistant to join our growing team in our Long Island City office. The ideal candidate is organized, tech-savvy, and proactive — someone who thrives in a fast-paced environment and enjoys supporting both office and field operations. Key Responsibilities: Provide daily administrative and operational support to management and field teams Generate and send invoices, track payments, and follow up with customers Maintain accurate bookkeeping for company expenses, vendor payments, and reconciliations in QuickBooks Prepare and review weekly payroll; collect and verify employee timesheets for accuracy Support financial reporting, including profit and loss statements, balance sheets, and expense summaries Maintain and update CRM with correct client data, job details, and communication history Prepare and submit bids, proposals, and compliance documents (including COIs, W-9s, and vendor forms) Research and track WBE (Women Business Enterprise) opportunities and assist with government or private bid submissions Conduct market research on supplies, materials, and vendor pricing to support purchasing and budgeting decisions Coordinate insurance renewals, licensing updates, and certification tracking Support HR and onboarding tasks, including maintaining employee records and forms Manage internal calendars, schedule meetings, and handle professional correspondence Assist with social media management — plan, post, and maintain content calendars and engagement tracking Maintain organized digital and paper files for clients, projects, and vendors Support marketing, reporting, and other office management tasks as needed Requirements: Excellent organizational skills and attention to detail Proficiency with Microsoft Office (Word, Excel, Outlook); familiarity with QuickBooks, Google Workspace, or CRM systems is a plus Ability to manage bookkeeping, payroll, and reporting tasks accurately Strong written and verbal communication skills Ability to multitask, prioritize, and work independently Prior office or administrative experience preferred (bookkeeping or payroll experience a plus) Familiarity with social media platforms (Instagram, LinkedIn, etc.) is helpful Interest in learning about WBE certifications and bid submissions is a plus If you don’t have experience in all the areas above, we’re happy to train the right candidate who shows initiative and a willingness to learn. Location : 34-18 Northern Blvd., Suite 3-2, Long Island City, NY 11101 ⏰ Schedule : Part-Time (20–25 hours per week, Monday–Friday, on-site) Compensation : Competitive, based on experience Apply Now #J-18808-Ljbffr XiX Maintenance LLC