Administrative Assistant Job at HAPPIER PEOPLE MANAGEMENT LLC in New York

Job Title: Administrative Assistant

Reports To: Director of Operations

Salary: $24 per hour

Location: [Brooklyn]

Position Overview:

We are seeking a highly motivated and detail-oriented Administrative Assistant to provide comprehensive support to our Operations team. The ideal candidate will possess a strong background in manufacturing, receiving, office coordination, invoice processing, and order placement. This bilingual position requires exceptional organizational skills, the ability to work efficiently in a fast-paced environment, and a keen eye for detail. The Administrative Assistant will report directly to the Director of Operations and play a crucial role in ensuring smooth office and operational workflows.

Key Responsibilities:

· Assist in coordinating day-to-day office operations, ensuring efficiency and organization across all departments.

· Oversee the processing of incoming and outgoing orders, including tracking, confirmations, and documentation.

· Manage and process invoices, ensuring accuracy and timely submission for approval.

· Provide administrative support in manufacturing and receiving departments, including order placement, material tracking, and inventory management.

· Act as a liaison between suppliers, manufacturers, and internal teams, ensuring clear communication and resolving any discrepancies.

· Prepare and maintain detailed records of purchases, deliveries, and order statuses.

· Coordinate logistics for office supplies and inventory, ensuring that all materials and equipment are available for team use.

· Assist with scheduling meetings, taking notes, and preparing reports for the Director of Operations.

· Maintain filing systems and documentation for easy access and retrieval.

· Respond to general inquiries, providing bilingual assistance as needed (English/Spanish).

· Collaborate with various teams to support daily operational functions and improve workflows.

Qualifications:

· Proven experience as an Administrative Assistant, particularly in manufacturing or related industries.

· Strong understanding of office coordination, invoice processing, order placement, and receiving procedures.

· Detail-oriented with exceptional organizational and time-management skills.

· Bilingual (English/Spanish) with excellent written and verbal communication skills.

· Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and basic office equipment.

· Ability to handle multiple tasks simultaneously and prioritize effectively in a fast-paced environment.

· High school diploma or equivalent; additional certifications in office administration or related fields a plus.

· Strong problem-solving skills and the ability to work independently or as part of a team.

Physical Requirements:

· Ability to sit for long periods and use a computer for extended hours.

· Occasional lifting and carrying of office supplies or materials (up to 25 lbs).

Benefits:

Training & Development

Team Member Referral Program - $250 for any referrals if your referral stays for 3 months, we are always looking for great candidates at fine dining places that have like-minded individuals. Please feel free to forward resumes!