Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support daily office operations in Orangeburg, New York. This Long-term Contract position is ideal for someone who is comfortable handling a high volume of digital tasks, maintaining accurate records, and keeping multiple administrative processes moving efficiently. The right candidate will bring strong technical confidence, sound judgment, and the ability to stay organized in a fast-paced, growth-focused environment.

Responsibilities:
• Manage incoming mail, sort deliveries, and direct correspondence and small packages to the appropriate recipients.
• Record checks, enter billing details, and support accounts payable activities by reviewing and processing vendor invoices accurately.
• Reconcile customer and vendor billing information to ensure documentation aligns with internal records and payment requirements.
• Monitor order activity and maintain up-to-date tracking information to support timely follow-up and resolution.
• Work across multiple customer and compliance portals to upload invoices, submit required documentation, and track payment progress.
• Maintain vendor records related to insurance, safety, and compliance within platforms such as Avetta, RESq, Corrigo, Ariba, and Paymode.
• Process incoming payments through various channels, including credit card transactions, and enter payment information with a high level of accuracy.
• Support general administrative operations through data entry, email communication, scheduling coordination, and day-to-day office assistance.• Experience using QuickBooks Desktop in an administrative, billing, or office support capacity.
• Strong computer proficiency with the ability to learn and navigate multiple cloud-based systems and customer portals.
• Background in administrative support, data entry, receptionist duties, or related office functions.
• High level of organization with the ability to prioritize tasks and manage workflow independently.
• Strong written communication skills, including clear email correspondence and effective internal follow-up.
• Proficiency with Microsoft Outlook and confidence using standard business software tools.
• Careful, accurate approach with solid problem-solving skills and the ability to work effectively under pressure.