Administrative Assistant

AirSea Packing Group Ltd; New York (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

AirSea Packing Group Ltd seeks a reliable Administrative Assistant to support daily office and warehouse operations in New York. You will manage documentation, scanning, filing, scheduling visitor tours, and coordinating between departments to keep workflows accurate and timely.

Responsibilities include maintaining electronic and physical filing, tracking Flo requests, updating Fingercheck, and providing general admin support across teams.

Qualifications

• High school diploma or equivalent; administrative experience preferred.
• Proficiency in Outlook, Excel, and Word.
• Strong organizational, time management, and multitasking skills.
• Excellent verbal and written communication skills.
• Ability to work independently.
• Ability to work in a fast-paced environment while maintaining accuracy and attention to detail.

Responsibilities

• Review, organize, and scan all job documentation into designated drive folders.
• Monitor Flo to ensure completion and upload paperwork daily.
• Email unsigned client paperwork for completion and attach signed documents to Flo requests.
• Scan and file internal warehouse documents, including receiving and release paperwork.
• Maintain physical and electronic filing systems for all company documents.
• Prepare and send the daily visitor schedule to clients by 4:50 p.m.
• Schedule walkthroughs, update visitor schedules, and send daily schedule updates via email.
• Answer incoming phone calls and direct to appropriate department.

Skills

Microsoft Office

Organizational skills

Time management

Multitasking

Communication skills

Education

High school diploma or equivalent

Tools

Flo

Fingercheck

Outlook

Job description

AirSea Packing Group is seeking a reliable and detail‑oriented Administrative Assistant to support the daily operations of our office and warehouse. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while providing exceptional administrative support.

Responsibilities

• Review, organize, and scan all job documentation by department or store into the designated drive folders.
• Monitor all job requests in Flo to ensure completion and verify that required paperwork and photos are uploaded daily.
• Email unsigned client paperwork for completion and attach signed documents to the appropriate Flo request.
• Scan and electronically file internal warehouse documents, including receiving and release paperwork.
• Maintain accurate physical and electronic filing systems for all company documentation.
• Prepare and send the daily visitor schedule to clients by 4:50 p.m.
• Schedule walkthrough appointments based on email requests, update visitor schedules throughout the day, distribute printed schedules, update facility communication boards, and send daily schedule updates via email.
• Answer incoming phone calls and direct calls or messages to the appropriate department or team member.
• Prepare pull sheets as needed to support client requests for product information, dimensions, or inventory details.
• Update Fingercheck and prepare corresponding reports.
• Maintain and update the employee uniform inventory spreadsheet.
• Update employee PTO calendars in both physical and Outlook calendars to ensure accurate scheduling.
• Maintain and update office and cleaning supply inventory spreadsheets to support monthly purchasing.
• Provide general administrative support and perform other duties as assigned.

Qualifications

• High school diploma or equivalent; administrative experience preferred.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, and Word.
• Strong organizational, time management, and multitasking skills.
• Excellent verbal and written communication skills.
• Ability to work independently.
• Ability to work in a fast‑paced environment while maintaining accuracy and attention to detail.

We offer a competitive salary and comprehensive benefits package including:

Benefits

• Direct Deposit
• Medical, Dental and Vision Coverage
• Long Term Disability Insurance
• Life Insurance
• Accident Death & Dismemberment Insurance
• Paid Vacations
• Paid Holidays
• 401(k)