Office Administrator Island Painting Inc. - 4.8 Long Island City, NY Job Details Full-time $973.40 - $1,600.00 a week 17 hours ago Benefits Paid time off Qualifications Vendor relationship building Phone communication Office phone management Full Job Description Overview We are seeking a dynamic and highly organized Office Administrator to join our team and ensure the smooth operation of our office environment. This vital role offers an exciting opportunity to lead administrative functions, coordinate daily activities, and support a productive workplace. As an Office Administrator, you will be the backbone of our office operations, fostering efficiency and professionalism across all departments. Your proactive approach and exceptional communication skills will help create a welcoming atmosphere for staff, clients, and visitors alike. This paid position is perfect for someone eager to showcase their multitasking talents and contribute to a thriving organization. Responsibilities Manage daily office operations, including overseeing front desk activities, multi-line phone systems, and greeting visitors with professionalism and courtesy. Coordinate calendar management and schedule appointments for staff members, ensuring optimal time utilization. Organize and facilitate event planning for meetings, company functions, and special events to promote team engagement. Supervise administrative staff and provide training & development opportunities to foster a high-performing team environment. Handle vendor management by sourcing supplies, negotiating contracts, and maintaining positive relationships with service providers. Oversee bookkeeping tasks such as invoicing, expense tracking, payroll processing using QuickBooks, and budget management to ensure financial accuracy. Maintain meticulous filing systems—both digital and physical—to support efficient document retrieval and compliance requirements. Support human resources activities including onboarding new employees, managing employee records, and assisting with HR-related inquiries. Assist with medical office management tasks where applicable, ensuring compliance with healthcare regulations and confidentiality standards. Perform clerical duties such as data entry, preparing reports, managing correspondence, and handling mail distribution. Ensure adherence to phone etiquette standards while managing incoming calls professionally across multiple departments. Support office management initiatives aimed at improving workflow efficiency and fostering a positive work environment. Experience Proven experience in office administration or related roles within a professional setting. Demonstrated supervisory experience leading administrative or support teams effectively. Proficiency in QuickBooks for bookkeeping, payroll processing, budgeting, and financial recordkeeping. Strong organizational skills with the ability to manage schedules, coordinate events, and prioritize tasks efficiently. Experience in vendor management—negotiating contracts and maintaining supplier relationships. Familiarity with human resources processes including onboarding, employee records management, and training coordination. Previous experience in medical office management or healthcare settings is a plus but not required. Excellent communication skills—both verbal and written—and professional phone etiquette are essential. Ability to handle multiple responsibilities simultaneously while maintaining attention to detail in clerical tasks such as filing and recordkeeping. Knowledge of multi-line phone systems, calendar management tools, and basic bookkeeping software is highly desirable. Join us as an Office Administrator where your organizational prowess will drive our success! Your proactive attitude will help shape a welcoming workplace that values efficiency, teamwork, and excellence at every turn.

Job Type:

Full-time Pay:

$973.40 - $1,600.00 per week

Benefits:

Paid time off

Work Location:

In person