Administrative Services Coordinator

Winston Staffing; Deer Park (NY); On-site; USD 40,000 - 60,000; Full time

Job summary

Winston Staffing seeks a Receptionist / Administrative Coordinator for its client site in Deer Park, NY. The role blends front-desk hospitality with administrative support across departments, including leadership assistance and aftermarket service operations.

You will greet visitors, manage calls, handle mail and invoices, and use MS Office and Syteline ERP to generate reports and keep records. The position requires 1–5 years of related experience and a professional, confidential demeanor.

Qualifications

• 1–5 years of receptionist/administrative experience.
• Strong MS Office skills; exposure to ERP systems (Syteline / Infor) is a plus.
• Excellent organizational, verbal and written communication.
• Professional demeanor; ability to manage shifting priorities with discretion.

Responsibilities

• Greet visitors and manage multiline phone routing with a professional demeanor.
• Sort, scan, and distribute mail and invoices; maintain electronic filing.
• Prepare recurring reports using MS Office and ERP software.
• Monitor office inventory and coordinate supply procurement.
• Coordinate conference rooms, setup, catering, and employee recognition events.
• Maintain aftermarket administration: technician schedules and time-off adjustments.

Skills

Customer service

Communication

Attention to detail

Discretion

Tools

MS Office

Syteline ERP

Job description

Employment Type: Full-Time / TEMP-HIRE

Position Summary

Winston Staffing is actively seeking a professional, highly organized, and proactive Receptionist / Administrative Coordinator to join our client's team in Deer Park, NY. Serving as the primary point of contact for the facility, this versatile role blends front-desk hospitality with vital multi-departmental administrative support—including direct assistance to leadership and aftermarket service operations.

Key Responsibilities

• Front Desk Leadership & Customer Service: Greet visitors, vendors, clients, and job candidates professionally. Manage multiline phone routing and visitor sign-in logs with a warm, polished demeanor.
• Document & Records Management: Sort, scan, and distribute daily mail, incoming invoices, and business correspondence. Maintain structured electronic filing systems and archive customer order records.
• Administrative & Operational Support: Utilize MS Office (Word, Excel, Outlook) and enterprise software (Syteline ERP) to prepare recurring reports, retrieve invoices, and complete special project assignments.
• Facility & Supply Procurement: Monitor office and breakroom inventory, manage supply procurement, and coordinate facility administrative needs to ensure an organized office environment.
• Meeting & Event Coordination: Manage conference room scheduling, guest setup, catering logistics, and support employee recognition activities.
• Service & Aftermarket Administration: Maintain and distribute monthly after-hours technician schedules, update schedule adjustments for time-off requests, and track daily call activity reports from answering services.

Candidate Qualifications

• Experience: 1 to 5 years of proven experience as a receptionist, administrative assistant, or office coordinator (experience in manufacturing, distribution, or corporate offices preferred).
• Technical Proficiency: Strong skills in Microsoft Office (Word, Excel, Outlook). Prior exposure to ERP systems (such as Syteline / Infor) is a strong plus.
• Core Competencies: Exceptional organizational habits, strong verbal and written communication skills, high attention to detail, and a customer-focused mindset.
• Professional Demeanor: Proven ability to manage shifting priorities in a fast-paced environment while maintaining strict confidentiality and professionalism.

How to Apply

Interested candidates are invited to submit their resume through Winston Staffing for immediate and confidential consideration.