Administrative Assistant Position Available In Queens, New York

Administrative Assistant NY Plumbing Pros 15615 146th Ave, Jamaica, NY 11434 Job Summary NY Plumbing Pros is seeking a proactive and detail-oriented Administrative Assistant to support our office operations and field project needs. The ideal candidate will play a vital role in organizing administrative tasks, coordinating with vendors, and maintaining accurate records to ensure the smooth functioning of our day-to-day activities. This position requires strong organizational skills, the ability to multitask, and working knowledge of QuickBooks Duties Administrative Support & Record-Keeping Maintain organized filing systems (physical and digital) for project records, vendor agreements, and receipts. Sort, distribute, and prepare incoming and outgoing mail. Digitally scan and save receipts to designated folders for secure storage and quick retrieval. Attend meetings and document accurate meeting minutes, highlighting action items and decisions. Procurement & Vendor Coordination Monitor and order office supplies to maintain stock levels. Solicit quotes from vendors for materials and office needs; compare pricing, availability, and delivery terms. Order project materials via phone or online and confirm delivery timelines with vendors. Coordinate product returns or exchanges, schedule pickups, and track refunds or credits. Financial Admin & Compliance Process staff reimbursements by collecting receipts and verifying purchases in line with company policy. Review and validate credit card statements to ensure charges are project-related and correctly billed. Maintain spreadsheets tracking all card transactions. Generate itemized requisition forms and acknowledgment receipts for cash transactions. Process vendor invoice payments in a timely manner with appropriate approvals. Scheduling & Operational Logistics Schedule drug tests for staff as needed and ensure timely documentation. Manage phone accounts with telecom providers (activations, service changes, etc.). Arrange hotel accommodations for out-of-town employees, following company travel guidelines. Coordinate Uber bookings for job-related transportation needs. Send faxes upon request and ensure delivery confirmation and record-keeping Skills Proven experience in an administrative or office support role. Proficiency in Microsoft Office Suite (Excel, Word, Outlook). Strong organizational and multitasking skills with attention to detail. Effective communication and interpersonal abilities. Ability to handle confidential and sensitive information with discretion. Experience with QuickBooks for expense tracking, invoicing, and basic financial tasks. Familiarity with construction or service-based office environments is a plus. We look forward to welcoming a dedicated Administrative Assistant who is eager to contribute to our team’s success.

Job Type:

Full-time Pay:

$20.00 – $23.00 per hour

Benefits:

Paid time off Referral program

Schedule:

8 hour shift Day shift Monday to Friday Weekends as needed Ability to

Commute:

Jamaica, NY 11434 (Required)

Work Location:

In person