Administrative Assistant

Carver Companies; City of Albany (NY); On-site; USD 38,000 - 52,000; Full time

Job summary

Carver Companies is seeking an Administrative Assistant to provide essential administrative and operational support across multiple operations, ensuring efficient day-to-day functioning. The role focuses on record-keeping, production, inventory, and logistics, with strong communication across internal teams and external partners.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while maintaining accuracy and timely responses in a fast-paced

Qualifications

• Must have strong organizational skills and attention to detail.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and document management systems.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.

Responsibilities

• Monitor and manage incoming correspondence (emails and calls) and facilitate timely responses.
• Track and order office and operational supplies to maintain inventory levels.
• Monitor and maintain inventory records and address reporting discrepancies.
• Track production schedules and billable items.
• Coordinate carrier check-ins and check-outs with accurate documentation and communication.
• Perform payroll entries daily for management review.
• Perform additional duties as needed to support project completion.

Skills

Organizational skills

Communication skills

Multitasking

Time management

Proficiency in MS Office

Education

High school diploma or GED

Associate degree in business administration

Tools

Microsoft Office Suite

Document management systems

Job description

The Administrative Assistant provides essential administrative and operational support to ensure the efficient day-to-day functioning of multiple operations. This role is responsible for maintaining accurate records and supporting production, inventory, and logistics activities. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while maintaining strong communication with internal teams and external partners.

• Consistently monitor and manage incoming correspondence, including emails and calls, and facilitate timely responses.
• Track and order office and operational supplies to ensure adequate inventory levels.
• Monitor and maintain inventory records and address reporting discrepancies as needed.
• Track production schedules and billable items.
• Coordinate carrier check-ins and check-outs, ensuring accurate documentation and communication.
• Perform payroll entries daily for management review.
• Perform additional duties as needed to support project completion

Required Qualifications:

• High school diploma or GED equivalent.
• Minimum of 2 years of administrative experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and document management systems.
• Strong organizational skills with a high level of attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.

Preferred Experience:

• Associate degree in business administration or related field.
• Experience in industrial, manufacturing, or repair shop environments.
• Experience with payroll, timekeeping, or employee onboarding documentation.

Physical Requirements:

• Ability to sit, stand, and work at a computer for extended periods.
• Ability to occasionally lift and carry up to 25 pounds (e.g., project files or office supplies).
• Ability to view computer screens and printed materials with or without reasonable accommodation.
• Required use of PPE (hard hat, safety vest, steel toe boots, life vest) in operational areas.
• Occasional travel to job sites may be required.
• Exposure to noise, weather conditions, water, and heavy mechanical equipment.
• Fast-paced, safety-sensitive environment requiring adaptability and situational awareness.
• May require extended hours to support operational needs.