Administrative Assistant- Corporate

Curbell; Town of Orchard Park (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

Curbell is seeking a seasoned Administrative Assistant to provide cross-departmental support in our New York operations. You will perform SAP ERP tasks such as processing credits/debits, account setup, and invoicing coordination, while assisting with mailroom duties and visitor reception.

You will partner with EH&S and other leaders to coordinate meetings, events, and office logistics, ensuring professional communication, accurate documentation, and smooth daily operations across Medical,

Qualifications

• Associates degree or higher required.
• Minimum of 3 years in an administrative role.
• Strong verbal and written communication and professional demeanor.

Responsibilities

• Provide administrative assistance across Medical, Plastics, and Corporate departments.
• Process Credits/Debits, New Account Qualification/Set-up, and Invoices in SAP ERP.
• Collaborate on Mailroom duties and greet visitors professionally.
• Support EH&S with supplies and meeting logistics for employee areas.
• Coordinate committee work and special events for multiple departments.
• Arrange conference rooms, distribute materials, organize catering and invites.
• Create Purchase Orders and manage vendor communications.
• Provide Reception/Switchboard coverage and route calls properly.
• Welcome visitors and monitor access with security procedures.
• Answer questions and escalate to appropriate departments as needed.
• Support operations with projects, document control, and problem solving.
• Monitor shared mailboxes and route requests to correct teams.

Skills

Verbal & written comms

Multitasking

Time management

MS Office

CRM experience

Office equipment handling

Company values integration

Education

Associates degree or higher

Tools

SAP ERP

CRM Database

Fax/Printers

Job description

• Provide administrative assistance and support for departments across the company based on business which include but not limited to Medical (Customer Service, Territory Sales, National Accounts, Marketing), Plastics, and Corporate Departments (Human Resources, EH&S, Finance, Accounting, Mailroom, Reception).
• Perform various tasks in the SAP ERP or equivalent system, that may include processing Credits/Debits, In-house/3rd Party Repairs, Product Literature for Customers, New Account Qualification/Set-up, and Distributing Customer Invoices.
• Collaborate on Mailroom responsibilities to ensure tasks are completed in a timely manner
• Partner with EH&S to maintain supplies and accommodations for employee gathering areas - lobby, conference rooms, break rooms, etc.
• Assist with various assignments as requested by leadership which may include participating in planning committees and/or coordinating special events for other departments and business units across the company.
• Work with department leadership with the coordination of employee events/meetings that may require - preparation of conference rooms, materials for distribution, catering, communications/invitations, etc.
• Create Purchase Order Requests for departments/vendors, work with designated personnel throughout the process
• Provide Reception/Switchboard coverage to ensure visitors are greeted and calls answered in a polite and professional manner, ensure callers are routed correctly to the appropriate department personnel.
• Greet all visitors in a courteous and respectful manner, promptly notifying personnel of their guests’ arrival, professionally manage those without appointments.
• Maintain office security by following Safety Procedures, Monitoring Security Cameras, and controlling access from your workstation (i.e.; monitor logbook, issue visitor badges)
• Answer customer/vendor questions when appropriate or seeking out the appropriate department/personnel for assistance or follow-up. seeking out information by answering questions, expediting and tracking orders and retrieving information.
• Provide support for Operational and Corporate Departments with special projects, document control, purchase order request and general problem solving.
• Current responsibilities also include monitoring shared Medical/Customer Service or Corporate mailboxes, routing requests, retrieving information, and following through with the appropriate department. This supports screening for customer orientation, judgment, and ownership of follow-up.

Core Competencies

Communications Skills

Approachability & Perceptiveness

Adaptability & Flexibility

Job Requirements

• Excellent verbal and written communication skills, and demonstrated professionalism
• Multi-tasking and time management skills, with the ability to prioritize tasks
• Ability to be resourceful and proactive when issues arise
• Beginner/Intermediate proficiency in Microsoft Office – Outlook, Word, Excel, PowerPoint, OneNote
• Beginner/Intermediate proficiency in Customer Relationship Management (CRM) Database or equivalent
• Hands-on experience with office equipment (i.e.; fax machines, printers, etc.)
• Discover ways to integrate Company Values – Integrity, Respect, and Learning throughout your work day

Qualifications

Education

Required

Associates or better.

Experience

Required

3 years: A minimum of (3) three years of experience in an Administrative Role or equivalent

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.