Admin Assistant

Job ID: W736 - Admin Assistant

Onsite in White Plains, NY - 12 month renewable contract

The AA is to ensure that they are acting and working to provide efficiency in the day-to-day activities of the company. The AA will act as a team player with respect (but not limited to) the following areas: answering and routing incoming calls, mail logging and distribution, inventory purchase requests, receiving payments for invoices, mailing outgoing packages and strengthening office culture. The AA role will assist in projects on an as needed basis for the Operations Department. Effective communication, the capacity to build relationships and the ability to be flexible are critically important to be successful in this role.

Responsibilities & Core Functions:

• Welcomes guests by greeting them in person or by telephone
• Answering and directing all incoming telephone calls and routing to the appropriate individual/department
• Scans, logs and routes all incoming mail to appropriate person/department through email mail system
• Maintains integrity of mail tracking database to ensure all incoming mail is accounted for and no correspondence is lost
• Collaboration with all departments and remote employees
• Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing expediting and verifying receipt of supplies.
• Assist Accounting department with, syncing invoices, receiving payments, and collection activity tasks.

General Expectations:

• Exceptional interpersonal skills to communicate with government agencies, colleagues and clients
• Use of considerable tact and discretion when dealing with client or sensitive data
• Ability to work independently, handle pressure, multi-task and always prioritize work
• Excellent organizational and communication (both verbal and written) skills
• Ability and desire to work in a fast-paced environment
• Outstanding skills using personal computers in a Windows-based environment (including Microsoft Office Suite and Adobe PDF)
• Excellent attention to detail and high degree of accuracy and consistency
• BS/BA degree and/or relevant administrative experience a plus