Executive Support & Admin Coordinator (Payroll/Billing)

Ambient Enterprises; New York (NY); On-site; USD 73,000 - 88,000; Full time

Job summary

Ambient Enterprises is seeking an Administrator in New York to support back-office and executive operations across our New York business lines. This role combines HR/payroll administration, customer and billing support, travel logistics, and direct executive assistant support to the Vice President and Operations Director.

The ideal candidate is detail-oriented, handles sensitive financial and personnel information discreetly, and thrives coordinating multiple business units rather than owning a

Qualifications

• 2+ years of administrative or coordinator experience with confidentiality.
• Strong organizational skills with ability to multi-task across units.
• Experience with payroll onboarding, COI requests, or customer onboarding is a plus.
• Familiarity with Dynamics 365/CRM systems and Microsoft 365.
• Excellent written and verbal communication, and on-site work in New York, NY.

Responsibilities

• Submit payroll data for staff each cycle (manual until automation).
• Serve as the liaison between the team and payroll provider for timely submissions.
• Request COIs from brokers for projects, vendors, and contracts.
• Track COIs through completion and maintain project records.
• Collect client information and set up in business systems (W-9 etc.).
• Support billing and invoicing workflows and A/R follow-up as needed.
• Book employee travel per SOP and coordinate leadership travel.
• Provide admin support to VP and Operations Director, including calendar management.

Skills

Administrative experience

CRM experience

Microsoft Office

Communication skills

Tools

Dynamics 365

CRM systems

Job description

Ambient Enterprises is seeking an Administrator in New York to support back-office and executive operations across our New York business lines. This role combines HR/payroll administration, customer and billing support, travel logistics, and direct executive assistant support to the Vice President and Operations Director.

The ideal candidate is detail-oriented, handles sensitive financial and personnel information discreetly, and thrives coordinating multiple business units rather than owning a