Admin Assistant - Onsite

Ultimate Staffing; City of White Plains (NY); On-site; USD 27,000 - 38,000; Full time

Job summary

Ultimate Staffing is seeking an Admin Assistant for a 100% onsite role in White Plains, NY. The position runs Monday to Friday, 9am to 6pm, with no flex hours, and requires reliable commuting access to the White Plains office.

Responsibilities include greeting guests, handling calls and mail, coordinating with departments, and supporting accounting tasks as needed. Strong interpersonal skills, attention to detail, and the ability to multitask in a fast-paced environment are essential.

Qualifications

• Front desk/reception experience required.
• Strong phone support and mail handling skills.
• Proximity to White Plains office and reliable commuting access ideal.

Responsibilities

• Welcomes guests by greeting them in person or by telephone.
• Answers and directs all incoming calls to the appropriate department.
• Scans and routes incoming mail to the correct recipient.
• Maintains mail tracking to ensure nothing is lost.
• Collaborates with departments and remote staff as needed.
• Maintains office supplies and anticipated needs.
• Assist Accounting with invoices, receipts, and collections tasks.
• Communicates effectively with government agencies, colleagues and clients.

Skills

Front desk experience

Phone support

Mail handling

Job description

Admin Assistant - Onsite (JN -112026-434510) White Plains, New York

Salary: USD23.33 - USD23.33 per hour

Pay Rate: $23.33/hr.

Job Start Date - 11/23/26

Job End Date - 11/22/27

Job Description

100% onsite

Monday-Friday 9-6 (this shift is not flexible, need to be onsite during these hours)

Looking to prioritize individuals with strong experience in front desk/reception coverage, mail handling, and phone support. Since this is a fully in-office position, proximity and reliable commuting access to the White Plains office are also important.

The AA is to ensure that they are acting and working to provide efficiency in the day-to-day activities of the company. The AA will act as a team player with respect (but not limited to) the following areas: answering and routing incoming calls, mail logging and distribution, inventory purchase requests, receiving payments for invoices, mailing outgoing packages and strengthening office culture. The AA role will assist in projects on an as needed basis for the Operations Department. Effective communication, the capacity to build relationships and the ability to be flexible are critically important to be successful in this role.

Responsibilities & Core Functions

• Welcomes guests by greeting them in person or by telephone
• Answering and directing all incoming telephone calls and routing to the appropriate individual/department
• Scans, logs and routes all incoming mail to appropriate person/department through email mail system
• Maintains integrity of mail tracking database to ensure all incoming mail is accounted for and no correspondence is lost
• Collaboration with all departments and remote employees
• Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing expediting and verifying receipt of supplies.
• Assist Accounting department with, syncing invoices, receiving payments, and collection activity tasks.
• Exceptional interpersonal skills to communicate with government agencies, colleagues and clients
• Use of considerable tact and discretion when dealing with client or sensitive data
• Ability to work independently, handle pressure, multi-task and always prioritize work
• Excellent organizational and communication (both verbal and written) skills
• Ability and desire to work in a fast-paced environment
• Outstanding skills using personal computers in a Windows-based environment (including Microsoft Office Suite and Adobe PDF)
• Excellent attention to detail and high degree of accuracy and consistency
• BS/BA degree and/or relevant administrative experience a plus