Administrative Office Assistant (Part-Time)

Position Summary

Seeking a reliable and detail-oriented Administrative Office Assistant to support daily operations across administration, project coordination, bookkeeping support, and shipping/logistics functions. This role is responsible for maintaining efficient office workflow processes, supporting internal teams, coordinating shipments, and providing professional front-office customer service.

The ideal candidate is organized, adaptable, comfortable with office technology, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Administrative & Office Support

• Manage incoming calls through a multi-line phone system and direct calls appropriately using paging, voicemail, or messaging systems.
• Provide front desk reception support by greeting visitors, customers, and vendors professionally.
• Receive, sort, and distribute incoming mail and deliveries.
• Maintain office organization, supply inventory, and general office upkeep.
• Assist with filing, document management, scanning, and digital record organization.

Project & Workflow Coordination

• Support project workflow processes including capturing, distribution, and tracking of work orders.
• Enter and maintain employee timesheet and project-related data
• Assist with preparation and processing of invoices and related documentation.
• Coordinate and track purchases, receivables, packing lists, and shipment documentation.

Shipping & Logistics Support

• Prepare shipping documentation including labels, packing lists, event packages, and shipping instructions.
• Coordinate domestic and international shipments using carriers such as FedEx, UPS, and other logistics providers.
• Track shipments and maintain accurate shipping and delivery records.
• Support shipping department workflow to ensure deadlines and customer requirements are met.

Qualifications & Skills

Technical Skills

• Proficiency in Microsoft 365 applications including:
• Word
• Excel
• Outlook
• Experience with data entry and spreadsheet management.
• Familiarity with QuickBooks or similar accounting software preferred.
• Experience using shipping software/platforms such as FedEx Ship Manager and UPS systems preferred.
• Comfortable using office phone systems and general office technology.

Professional Skills

• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Attention to detail and accuracy in administrative tasks.
• Ability to work independently and collaboratively within a team environment that includes Bookkeeper, Biller, Project Managers , Foreman and Shop Employees
• Professional customer service and interpersonal skills.

Pay: $20.00 - $23.00 per hour

Application Question(s):

• Are you able to work in the United States?

Experience:

• Administrative Assistant: 3 years (Preferred)

Ability to Commute:

• Wethersfield, CT 06109 (Preferred)

Work Location: In person