USA Jobs is hiring: Administrative Assistant in Ridgefield

Overview

Administrative Assistant

We are looking for a detail-oriented Administrative Assistant to join our team in Ridgefield, New Jersey. In this long-term contract role, you will play a key part in ensuring smooth administrative operations, supporting various departments, and managing essential tasks with efficiency. This position offers a dynamic environment where your organizational skills and ability to multitask will be highly valued.

Responsibilities

• Provide comprehensive administrative support to facilitate daily operations.
• Assist with shipping tasks, including preparing paperwork, scheduling transportation, and coordinating floor arrangements.
• Support the Accounts Payable team by processing inventory receipts, managing purchase orders, and resolving invoice discrepancies.
• Prepare monthly reports on raw materials such as resin and plasticizers used in production.
• Oversee the recycling program for items like toners, bulbs, and batteries, including packaging and shipping items to the recycling center.
• Accurately input purchase order data into the system with appropriate GL codes to ensure proper invoice processing.
• Monitor inventory levels for office and shipping supplies, obtain necessary approvals, and place orders as needed.
• Maintain organized office files and ensure that office equipment and kitchen areas are stocked with required supplies.
• Handle the daily shipment of customer pre-shipment samples to meet deadlines.
• Provide backup support to the Shipping Coordinator and Inside Sales Representative during their absence.

Qualifications

• Proven experience in administrative roles, demonstrating strong organizational skills.
• Proficiency in managing inbound calls, data entry, and receptionist duties.
• Familiarity with shipping and receiving processes, including creating and organizing shipment paperwork.
• Knowledge of Accounts Payable functions, such as processing invoices and resolving discrepancies.
• Ability to track and manage inventory effectively, ensuring timely replenishment of supplies.
• Strong attention to detail and the ability to compile accurate reports.
• Comfortable working independently as well as part of a team in a fast-paced environment.
• Proficiency with office software and systems to perform data entry and other administrative functions.