Administrator - Office Job at Acme Smoked Fish Corp in New York

Join Acme Smoked Fish Corp as an Office Administrator and play a vital role in maintaining smooth, efficient daily operations. You will be the first point of contact for employees, vendors, and visitors, ensuring an exceptional experience while supporting reception, office operations, event coordination, shipping, vendor management, and recordkeeping.

What You Will Do

• Manage office, pantry, and kitchen supplies; track inventory and re‑order as needed.
• Maintain office expense records and support budget tracking; report variances to the Director – People.
• Process vendor invoices, verify accuracy, and route for approvals.
• Liaise with vendors (cleaning, maintenance, catering, shredding, shipping) to ensure high‑quality service.
• Support contract reviews and renewals for office services.
• Coordinate office logistics with the Gem Street office for shipping supplies and related needs.
• Maintain organized physical and electronic filing systems in compliance with retention requirements.
• Prepare visitor logs, vendor documentation, and invoices for audits.
• Oversee mail/package delivery systems and coordinate shred‑box pickups.
• Perform other duties as assigned.
• Greet visitors, contractors, and vendors; manage sign‑in/out procedures and ensure safety protocols.
• Maintain a clean, professional reception area and coordinate visitor access and meeting room setup.
• Serve as the primary point of contact for guests, ensuring an excellent first impression.
• Manage shared calendars, meeting schedules, and conference room bookings.
• Coordinate internal meetings and events, including catering, setup, and breakdown.
• Monitor and coordinate maintenance for office equipment.
• Support internal employee events such as luncheons and team gatherings.
• Receive, sort, and distribute daily mail and packages.
• Manage UPS and FedEx accounts, including order entry, billing, and issue resolution.
• Respond to administrative inquiries and provide timely customer service.

Education & Experience

• Associate degree in Business Administration, Office Management, or a related field.
• 2+ years of experience in an administrative, office support, or coordination role, preferably in a manufacturing or multi‑department environment.
• Experience managing office supplies, vendor relationships, and service providers.
• Proficiency with shipping and mail systems (UPS, FedEx) and calendar/meeting coordination tools.
• Demonstrated ability to coordinate meetings, events, and hospitality needs while handling confidential information professionally.

Skills & Abilities

• Exceptional verbal and written communication skills with a customer‑focused demeanor.
• Strong organizational skills; ability to manage multiple priorities in a fast‑paced environment.
• Proficient in Microsoft Office Suite and familiar with recordkeeping and filing procedures.
• Problem‑solving mindset with the ability to work independently and collaboratively.
• Ability to handle confidential information with discretion; comfortable using shipping systems and standard office equipment.
• Basic financial literacy, including invoice review and expense tracking.

Physical & Health Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Occasional standing and light lifting in an office and production floor environment.
• Travel is not required.

• Observe all safety rules and procedures.
• Wear required PPE as directed.
• Follow mandated OSHA regulations.
• Report all incidents, including near misses, immediately.

Compensation

$23.00–$25.00 per hour.

Benefits

• Competitive compensation with annual discretionary bonus.
• Choice of medical plan and optional health savings account with employer contributions.
• Flexible spending accounts for medical and dependent care.
• 401(k) plan.
• Dental, vision, and group term life insurance.
• Paid time off, floating holidays, and paid parental leave.
• Tuition reimbursement.
• Cash employee referral program.

About Acme Smoked Fish Corp

Acme Smoked Fish is a leading seafood processor, distributor, and purveyor, dedicated to quality, innovation, and sustainability. We operate across the United States and internationally, producing premium smoked seafood under multiple brands.

Ethics & Equal Opportunity

Acme Smoked Fish Corporation is committed to creating a diverse and inclusive workplace, fostering respect, collaboration, and integrity. We do not tolerate discrimination, harassment, or any misconduct. We are an equal opportunity employer and comply with all applicable labor, civil rights, and data privacy laws.