Administative Assistant

CCS; Hauppauge (NY); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

Medical and dental plans

Vision and disability plans

401K with employer match

Onsite fitness center

Paid holidays and vacation

Certification rewards

Job summary

CCS is a growing IT company with a long track record of delivering solutions across the northeast. The Administrative Assistant will manage product and service sales orders and invoices, maintain accurate records, and support program leads and accounting in a fast-paced environment.

You bring data entry, billing or invoicing experience, strong Excel skills (NetSuite preferred), and superb attention to detail.

Qualifications

• Previous experience in data entry, billing, or invoicing preferred.
• Proficiency in Microsoft Excel; experience with NetSuite is preferred but not required.
• Strong attention to detail and organizational skills. Ability to meet deadlines and manage multiple tasks simultaneously.
• Excellent written and verbal communication skills.

Responsibilities

• Monitor and respond to all customer requests for product quotes in a timely manner.
• Work with inside Sales Team & Manufacturers to obtain and provide product quotes.
• Accurately enter all new Product & Service Sales Orders into the accounting system.
• Verify monthly invoicing with Program Leads to ensure timely processing for month-end.
• Maintain and update customer records in spreadsheets or databases.
• Update the internal Project Management Tracking Database with corresponding Sales Order and Invoice numbers.
• Communicate with program leads and accounting to resolve any sales order or invoice discrepancies.
• Assist with additional administrative duties as needed.

Skills

Sales Support

Proposal Management

Quoting & Pricing

Tools

Microsoft Excel

NetSuite

Job description

We are a growing IT company; a great place to start and grow your career!

CCS is a leading technology consulting firm providing best in class solutions to our clients for over 45 years. Expressed simply in our tagline – Right People, Right Results, Right Careers! Our philosophy is, in fact, an obsession that drives our behavior, our culture and our work. It’s why we put tremendous emphasis on hiring individuals that embody the principles that align with our obsession. We continue to successfully provide network integration, support services, products solutions, and applications services to our valued clients in the northeast. Our focus is simple...our goal is to make technology easy and to help our clients use it as effectively as possible.

The Administrative Assistant will play a critical role in ensuring accurate and timely processing of product and service sales orders and invoices within our Enterprise Programs Division. This position involves maintaining precise records, coordinating with program leads and accounting teams, and supporting administrative functions that keep our operations running smoothly. The ideal candidate is detail-oriented, highly organized, and comfortable working in a fast-paced environment with multiple priorities.

What You’ll Do:

• Monitor and respond to all customer requests for product quotes in a timely manner
• Work with inside Sales Team & Manufacturers to obtain and provide product quotes
• Accurately enter all new Product & Service Sales Orders into the accounting system.
• Verify monthly invoicing with Program Leads to ensure timely processing for month-end.
• Maintain and update customer records in spreadsheets or databases.
• Update the internal Project Management Tracking Database with corresponding Sales Order and Invoice numbers.
• Communicate with program leads and accounting to resolve any sales order or invoice discrepancies.
• Assist with additional administrative duties as needed.

What You Bring:

• Previous experience in data entry, billing, or invoicing preferred.
• Proficiency in Microsoft Excel; experience with NetSuite is preferred but not required.
• Strong attention to detail and organizational skills.Ability to meet deadlines and manage multiple tasks simultaneously.
• Excellent written and verbal communication skills.
• Sales Support & Proposal Management
  • Partner with Account Managers to support initiatives and achieve revenue targets.
  • Coordinate RFPs, bid responses, proposals, and cross-department collaboration.
  • Manage renewals, upgrades, and warranty/license tracking, ensuring timely quotes and proactive follow-up.
  • Maintain deal registrations, CRM updates, and pipeline status tracking.
• Quoting & Pricing
  • Develop accurate product quotes and proposals, factoring in discounts, promotions, and margins.
  • Collaborate with Sales leadership on pricing strategies and vendor negotiations.
  • Communicate with distributors for pricing, lead times, and alternatives.
  • Leverage quarter- and year-end opportunities for deeper discounts.

Preferred but Not Required

• Experience with “Milestone” construction integration services billing.
• Familiarity with NetSuite databases.
• Experience using CRM or ERP systems.

CCS Offers:

• Medical and dental plans
• Company paid vision and short and long term disability plans
• Flexible spending programs including Healthcare, Dependent Care, Transit and Parking
• 401K with employer match
• Onsite fitness center (or gym membership reimbursement for client or satellite based employees)
• Paid holidays and vacation
• Technical certification gift card rewards program

Come experience our unique culture and see how our “right people, right results” philosophy has led to our outstanding success! We are great place to start your IT career!

EEO Statement:

Custom Computer Specialists is an Affiantive Action and Equal Opportunity Employer.All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. To request a reasonable accommodation to apply for this position or to enable qualified individuals with disabilities to perform essential job functions, contact [e-mail] or 631-864-6699.