Front Desk & Mail Services Administrative Assistant
IN OFFICE - Garden City, NY
$22.00 - $23.00/h We are seeking a professional, organized, and proactive
Front Desk & Mail Services Administrative Assistant to join one our clients with a New York office. This will serve as the first point of contact for their company while also supporting our Corporate Mail Center operations. The ideal candidate will thrive in a fast-paced environment, balancing front office responsibilities with mail and document handling tasks.
Key Responsibilities: - Greet and assist visitors, clients, and vendors in a friendly and professional manner.
- Answer and direct incoming phone calls; manage general email correspondence.
- Provide administrative support including document preparation, scheduling, filing, and project assistance.
- Coordinate office meetings and events, including room bookings and catering arrangements.
- Order and manage office supplies and pantry items to maintain a well-stocked environment.
- Collect, distribute, and process incoming/outgoing mail and packages.
- Operate mail meters, inserting equipment, and scanning tools to manage correspondence efficiently.
- Reconcile documents manually, ensuring accuracy and compliance.
- Track deliveries internally using mobile devices and research logistics in Send Suite Tracking.
- Oversee shipping software and maintain reports for mailing metrics.
- Coordinate with vendors and service providers for office maintenance and mailing operations.
- Maintain a professional appearance and demeanor while ensuring seamless office operations.
Skills & Qualifications: - Strong organizational and multitasking skills.
- Excellent communication and interpersonal skills.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel).
- Ability to handle confidential information with discretion.
- Familiarity with mail processing equipment and tracking software is a plus.
- Detail-oriented mindset with a proactive approach to problem-solving.
Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan.