Administrative Assistant

Fifth Avenue Manufacturers is a family-owned wholesale business that specializes in taking original art and adding it on keepsake gifts to remind customers of their favorite city. Our mission is to create objects that bring joy and remind people of their happy memories.

To support our plan to further expand operations, we need a dynamic Administrative Assistant to join our team on a part-time basis in Westchester County. You will be required 15-20 hours per week with the ability to work remotely 3-4 days a week.

Your primary responsibility is entering and ensuring all purchase orders stay on schedule while assuring the office functions smoothly through strong communication and organizational skills. This role extends responsibility with a range of tasks in administration, accounts, shipping and project management.

Essential Duties & Responsibilities:

- Prepare and process purchase orders with accuracy and ensuring specific client or supplier requirements are followed.

- Track progress of all open orders and proactively resolve issues to keep projects on schedule.

- Assist in determining best freight options with vendors and communicate lead times, delays and delivery options to the sales and management team.

- Work with production partners to resolve shortages, defects or damages.

- Resolve delivery issues, returns, invoice discrepancies and expedite orders as needed.

- Prepare and print shipping labels for e-commerce sales or as needed.

- Pack e-commerce orders in envelopes and attach shipping labels, as required.

- Take e-commerce orders to the local post office, when covering leave days.

- Maintain optimum levels of inventory at the distribution center and at the in-house office shipping zone.

- Prepare reports required by management.

- Assist with monthly reconciliations and commission statements.

- Oversee credit card payments and contact customers to discuss overdue accounts.

- Act as a liaison between staff, partners, sales reps, customers and vendors to provide support and communicate order status, updates and issues.

- Perform administrative tasks such as answering the phone, responding to emails promptly, managing and filing documents.

- Keep the office functioning smoothly with the required office supplies, assisting staff with equipment operation and ongoing support.

- Attend Teams Meetings as required.

- Assist with bookkeeping tasks using QuickBooks.

- Provide personal assistant support to executives and managers.

- Other ad-hoc tasks as required.

Skills and/or Work Experience Requirements

- Must be proficient in Word and Excel. Knowledge of shortcuts, formatting, and formulas is essential

- Strong organizational and time management skills

- Excellent verbal and written communication abilities

- Attention to detail and accuracy in data entry and report preparation

- Ability to handle confidential information with discretion

- Strong computer skills and knowledge of office procedures and equipment operation

- Experience with QuickBooks or other accounting software is desired

- Flexibility to cover staff on leave and/or work overtime as needed

Please submit your resume detailing your relevant experience to apply for this position.

Job Type: Part-time

Pay: $20.00 - $25.00 per hour

Application Question(s):

Describe your abilities using Excel
Experience:

Administrative Assistance: 2 years (Required)
Work Location: Hybrid remote in Briarcliff Manor, NY 10510