Administrative Assistant - Ultimate Staffing : Job Details

Our client, a global leader in information and software solutions, is currently seeking an onsite Admin Assistant in White Plains NY.

Position: Administrative Assistant

Location: 100% Onsite - White Plains, NY

Schedule: Monday-Friday, 9:00 AM-6:00 PM EST (OT possible as needed)

Duration: 12-month contract

Pay Rate: $23.33/hour

Role Overview

As an Administrative Assistant, you will provide a wide range of administrative support to ensure the smooth operation of the CT Business Licensing organization. This role involves cross-team collaboration, handling complex tasks, managing documentation, and maintaining high standards of accuracy and organization.

You will report to the Associate Director, Operations, under the leadership of the Director, General Management.

Essential Duties & Responsibilities

• Greet occasional guests in person or by telephone.
• Answer and direct all incoming calls, routing to appropriate individuals or departments.
• Scan, log, and route all incoming mail.
• Maintain integrity of the mail tracking database to ensure all correspondence is accounted for.
• Collaborate with internal departments and remote employees.
• Monitor and maintain office supply inventory, including ordering, expediting, and verifying deliveries.
• Assist Accounting with:
  • Syncing invoices
  • Receiving payments
  • Collection activities
• Coordinate in-office events as needed.

Skills & Qualifications

• Proficiency in Microsoft Outlook and Excel.
• Strong attention to detail.
• Ability to handle multiple tasks in a fast-paced environment.
• Effective communication and organizational skills.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.