Overview
Physical Plant Office Coordinator Jobs in Ossining, NY at Maryknoll Sisters
Job Summary
We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. The ideal candidate will provide essential support to ensure the smooth operation of our office. This role requires strong communication skills, proficiency in office management, and the ability to handle multiple tasks efficiently. The Administrative Assistant will be responsible for maintaining an organized workspace, managing schedules, and assisting with various administrative tasks.
Responsibilities
Allocate available resources to enable successful task performance
Coordinate office staff activities to ensure maximum efficiency
Organize orientation and training of new staff members
Design and implement filing systems
Ensure filing systems are maintained and current
Establish and monitor procedures for record keeping
Ensure security, integrity and confidentiality of data
Design and implement office policies and procedures
Oversee adherence to office policies and procedures
Analyze and monitor internal processes
Implement procedural and policy changes to improve operational efficiency
Prepare operational reports and schedules to ensure efficiency
Coordinate schedules, appointments and bookings
Monitor and maintain office supplies inventory
Review and approve office supply acquisitions
Maintain a safe and secure working environment
Create invoices for customer purchase orders and work with warehouse to arrange shipments
Record all outgoing shipments
Work with warehouse on inventory management
Communicate with customers, colleagues, and other individuals to answer questions, disseminate or explain information, take orders and address complaints
Answer phone, convey messages and run errands
Type, format, proofread and edit correspondence and other documents, from notes or dictating machines, using a computer
Make check deposits to the bank
Compile, copy, sort, and file records of office activities, business transactions, and other activities
Complete and mail bills, contracts, policies, invoices, or checks
Open, sort and route incoming mail, answer correspondence, and prepare outgoing mail
Review files, records, and other documents to obtain information to respond to requests
Write, type, or enter information into the computer to prepare correspondence such as invoices, quotes, comparison charts or reports
Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer
Build relationships between end-user and company
Communicate with other departments regarding aftermarket product issues
Count, weigh, measure, and/or organize materials
Sort and file records
Copy or scan documents
Address envelopes or packages by hand or with online service
Proofread records, forms or other documents
Other duties as required
Requirements
Proven experience as an Administrative Assistant or in a similar role is preferred.
Strong organizational skills with the ability to prioritize tasks effectively.
Proficiency in Google Suite applications (Docs, Sheets, Drive) is essential.
Excellent phone etiquette and communication skills, both written and verbal.
Computer literacy with a solid understanding of office management systems.
Ability to work independently as well as part of a team in a fast-paced environment.
Attention to detail and problem-solving skills are crucial for success in this role.
Ability to adapt to and work effectively / safely within a variety of situations, and with various individuals or groups
Ability and willingness to learn technical subjects
A high level of integrity
We encourage candidates who meet these qualifications to apply for this exciting opportunity to contribute to our dynamic team as an Administrative Assistant.
Job Type: Full-time
Pay: $30.00 – $35.00 per hour
Expected hours: 40 per week
Benefits:
401(k)
401(k) matching
Dental insurance
Flexible spending account
Health insurance
Paid time off
Schedule:
8 hour shift
Monday to Friday
No nights
No weekends
Work Location: In person
Title: Physical Plant Office Coordinator
Company: Maryknoll Sisters
Location: Ossining, NY
