SUMMARY
We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to support daily operations and serve as a central point of coordination for communication, administrative workflow, and computer-based operational systems. This role is ideal for someone who thrives in a fast-paced warehouse and operations environment, can confidently manage multiple priorities at once, and communicates clearly and professionally with leadership, staff, and vendors.
Reporting directly to the Director of Operations, the Administrative Assistant will play a key role in coordinating timely communication, maintaining follow-up, supporting inventory systems, and managing ordering and purchasing. The ideal candidate is bilingual in English and Spanish, experienced in warehouse or logistics operations, and highly skilled in Microsoft Office, inventory systems, and order management platforms.
This role is on site 5 days a week in our NYC office and reports to the Director of Operations.
RESPONSIBILITIES
- Coordinate and oversee daily administrative operations, communications, and follow-up to ensure information is accurate, timely, and routed to the appropriate team members.
- Coordinate calendars, email, meetings, and operational updates; document requests, decisions, deadlines, and required follow-up.
- Conduct timecard audits and assist with payroll processing while ensuring deadlines are met.
- Maintain organized records, reports, and operational documentation.
- Maintain accurate inventory records within inventory management systems, including item data, stock levels, adjustments, transfers, and documentation.
- Coordinate ordering and purchasing, including preparing and placing orders, obtaining approvals, communicating with vendors, tracking deliveries and backorders, and resolving discrepancies.
- Monitor task completion and assist with delegating responsibilities to team members as needed.
- Serve as the primary communication liaison between the Director of Operations, staff, vendors, and other departments; coordinate email, phone, meetings, written updates, action items, and follow-up.
- Use Microsoft Office applications, including Excel, Word, Outlook, and Teams, for formulas and spreadsheets, reporting, document preparation, email and calendar management, and team communication.
- Manage multiple priorities in a fast-paced environment with strong attention to detail.
- Identify operational inefficiencies and support process improvements.
WHAT WE ARE LOOKING FOR
- Bilingual in English and Spanish required.
- 2+ years of administrative, operations, warehouse, or logistics experience preferred.
- Advanced proficiency in Microsoft Office, especially Excel, Word, Outlook, and Teams, including formulas, spreadsheets, reporting, documents, email, and calendar management, plus accurate data entry and the ability to learn new systems.
- Experience with payroll support, timecard audits, or employee scheduling preferred.
- Excellent organizational, multitasking, and time management skills.
- Excellent written and verbal communication skills, with strong follow-up across employees, vendors, and management.
- Experience using inventory and ordering systems for stock updates, reconciliation, purchase orders, vendor coordination, delivery tracking, and receiving.
- Strong problem-solving skills and ability to adapt in a fast-paced setting.
- Previous experience in warehouse, logistics, distribution, or operations environments.
- Hands-on experience with warehouse management, ERP, inventory, procurement, or order management systems, including purchase orders and vendor follow-up.
- Ability to work within a warehouse and office environment.
- Comfortable standing, walking, and occasionally lifting up to 20 lbs.
