Administrative Assistant (On site)

Vintti; Town of Islip (NY); On-site; USD 45,000 - 60,000; Full time

Job summary

A staffing and recruiting company in Holbrook, New York is seeking an Administrative Assistant to ensure financial accuracy and payroll integrity. The ideal candidate will manage accounts payable and receivable, execute payment runs, and maintain financial documentation. A minimum of 5 years of experience in bookkeeping and accounting is preferred, along with proficiency in payroll administration and ERP systems like SAP. Join us to contribute to operational excellence and help maintain administrative discipline.

Qualifications

• Proven experience in bookkeeping and general accounting.
• Proficiency in payroll administration.
• Strong skills in Excel and Outlook.
• Strong skills in Excel and Outlook.
• Excellent documentation, filing, and process management capabilities.
• Effective written and verbal communication skills.
• Must be a U.S. Citizen.

Responsibilities

• Track and manage financial transactions accurately.
• Execute weekly payment runs and reconcile accounts.
• Ensure timely payroll processing and manage employee files.
• Ensure payroll is processed accurately and on time, and manage employee files to be audit‑ready.
• Oversee benefits, workers’ compensation, and insurance administration.
• Handle administrative logistics for trade shows, including registrations, logistics, and payments.
• Prevent administrative bottlenecks by managing office supplies and needs efficiently.
• Protect leadership time by managing routine administrative tasks.

Skills

Bookkeeping and general accounting

Payroll administration using ADP

ERP systems (SAP preferred)

Excel

Outlook

Effective communication skills

Education

Educational background in Administration, Accounting, or Human Resources

Tools

SAP

ADP

Outlook

SAP

Job description

We are seeking an Administrative Assistant, where you'll play a pivotal role in maintaining financial accuracy, ensuring payroll integrity, and upholding administrative discipline. Based in Holbrook, New York, this on‑site position demands a proactive individual who is committed to executing tasks with precision and reliability, allowing the leadership and operational teams to perform without distractions or risks.

This role is critical in ensuring that the company operates efficiently and effectively. As the anchor of reliability, your work will directly contribute to the operational excellence and smooth functioning of the company. If you are detail‑oriented, proactive, and have a strong sense of ownership, we invite you to apply and become a trusted partner in our journey.

Key Responsibilities

• Track and manage financial transactions accurately, ensuring timely processing of Accounts Payable and Receivable.
• Execute weekly payment runs and reconcile bank accounts, credit cards, and expense reports monthly.
• Maintain complete, organized, and current financial documentation in SAP.
• Ensure payroll is processed accurately and on time, and manage employee files to be audit‑ready.
• Oversee benefits, workers’ compensation, and insurance administration.
• Handle administrative logistics for trade shows, including registrations, logistics, and payments.
• Prevent administrative bottlenecks by managing office supplies and needs efficiently.
• Protect leadership time by managing routine administrative tasks.

Requirements

• Proven experience in bookkeeping and general accounting.
• Proficiency in payroll and benefits administration, preferably using ADP.
• Experience with ERP systems, with SAP being preferred.
• Strong skills in Excel and Outlook.
• Excellent documentation, filing, and process management capabilities.
• Effective written and verbal communication skills.
• Must be a U.S. Citizen.

Nice to Haves

• Educational background in Administration, Accounting, or Human Resources.
• 5 or more years of work experience.
• Experience in a manufacturing environment.

Seniority level

Associate

Employment type

Full‑time

Job function

Administrative and Accounting/Auditing

Industries

Staffing and Recruiting

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