Office Administrator

Pro Mach, Inc.; Deer Park (NY); On-site; USD 27,552 - 34,440; Full time

Benefits offered by this job

Health insurance

Paid time off

Retirement plan with company match

First-day benefits eligibility

Job summary

ProMach, Inc. is seeking an Office Administrator in Deer Park, NY to be the first contact for visitors and to provide diverse administrative support across departments.

The role focuses on front desk operations, mail/document management, reporting, and coordination of meetings and events. Requires HS diploma, MS Office skills, and ability to learn Syteline ERP, with strong organizational and customer-service abilities.

Qualifications

• High school diploma or equivalent required.
• Proficiency in Microsoft Outlook, Excel, and Word.

Responsibilities

• Answer and direct incoming phone calls professionally.
• Greet and assist visitors, customers, vendors, candidates, and employees.
• Manage visitor sign-in procedures and notify employees of guest arrivals.
• Maintain a professional and organized reception area.
• Receive, sort, scan, and distribute incoming mail and business documents.
• Route invoices and correspondence to appropriate departments.
• Maintain electronic filing systems and shared records.
• Scan, organize, upload, and archive customer order documentation.
• Prepare and distribute recurring reports.
• Assist with invoice retrieval, distribution, and record management activities.
• Maintain accurate records and administrative files.
• Coordinate conference room scheduling and setup for meetings, customer visits, and interviews.

Skills

Microsoft Outlook

Excel

Word

Education

High school diploma or equivalent

Tools

Syteline ERP

Job description

## Office AdministratorApplyremote type: Onsitelocations: Deer Park, NY, USAtime type: Full timeposted on: Posted Todayjob requisition id: JR101151Join ProMach and shine. Whether you're creative, strategic, persuasive, or mechanically inclined, there’s a place for you here. Be a problem-solver, a closer, a futurist - whatever drives you. At ProMach, you'll be challenged and rewarded as you help improve packaging performance and shape the future of automation. And we’ll be proud to have you on the journey. ***Do we have your attention?*** Keep reading. Position Summary The Receptionist / Administrative Coordinator serves as the first point of contact for visitors, customers, vendors, and employees while providing administrative support across multiple departments. This role is responsible for front desk operations, document management, office administration, report preparation, meeting and visitor coordination, and general business support activities.Position Summary The Receptionist / Administrative Coordinator serves as the first point of contact for visitors, customers, vendors, and employees while providing administrative support across multiple departments. This role is responsible for front desk operations, document management, office administration, report preparation, meeting and visitor coordination, and general business support activities. Essential Duties and Responsibilities Front Desk & Customer Service • Answer and direct incoming phone calls professionally. • Greet and assist visitors, customers, vendors, candidates, and employees. • Manage visitor sign-in procedures and notify employees of guest arrivals. • Maintain a professional and organized reception area. Mail, Records & Document Management • Receive, sort, scan, and distribute incoming mail and business documents. • Route invoices and correspondence to appropriate departments. • Maintain electronic filing systems and shared records. • Scan, organize, upload, and archive customer order documentation. • Retrieve and print documents from company systems as required. • Maintain customer files and supporting records. Administrative & Reporting Support • Utilize Microsoft Office and Syteline ERP to support daily business operations. • Prepare and distribute recurring reports. • Assist with invoice retrieval, distribution, and record management activities. • Maintain accurate records and administrative files. • Support departmental projects and other administrative functions as assigned. Office Operations & Supply Management • Monitor office and breakroom supply levels and coordinate replenishment. • Assist with procurement of office supplies and related materials. • Coordinate facility-related administrative needs with internal departments. • Help maintain an organized and professional office environment. Meeting, Visitor & Event Coordination • Coordinate conference room scheduling and setup for meetings, customer visits, and interviews. • Arrange refreshments, catering, and visitor accommodations as needed. • Support employee events, recognition activities, and company functions. Service Administration Support • Maintain and distribute monthly after-hours on-call schedules for service technicians. • Coordinate schedule updates to accommodate employee vacation and time-off requests.Distribute daily call activity reports received from the company's after-hours answering service. • Maintain records and communication related to after-hours support operations. Qualifications • High school diploma or equivalent required. • Previous administrative, receptionist, or office support experience preferred. • Proficiency in Microsoft Outlook, Excel, and Word. • Ability to learn and utilize ERP systems, including Syteline. • Strong organizational, communication, and multitasking skills. • Attention to detail and ability to manage multiple priorities. • Professional and customer-focused demeanor. Key Competencies • Customer Service • Communication • Organization & Planning • Attention to Detail • Time Management • Confidentiality • Multitasking • Teamwork • ProfessionalismCompensation: $20-25/hr*Please note that the pay ranges listed on external job boards, outside our posting details, do not accurately reflect our internal compensation ranges.* **What’s in it for you?** There's no monopoly on innovative ideas or limits to how far you can advance with our team. We offer an open, communicative environment that fosters individual initiative. We pride ourselves in being a company where people are happy and choose to build a career. In addition to growth opportunities, as a ProMach employee, you receive more than just a paycheck. Total compensation includes your salary, comprehensive medical/dental programs, as well as life insurance, a generous paid time off program, and a retirement savings plan with a company match. And because we understand the importance of feeling protected, there is no waiting period for benefits – you are eligible on your first day of employment! *Please note that the pay ranges listed on external job boards, outside our posting details, do not accurately reflect our internal compensation ranges.* Compensation Range: $20-$25/hr*Please note that the pay ranges listed on external job boards, outside our posting details, do not accurately reflect our internal compensation ranges.* **Pro Mach, Inc.** was named to the Inc. 5,000 list of the fastest growing private companies in the U.S. seven times. We continue to introduce innovative products, enter new markets, expand our global presence, and actively acquire new capabilities. We have the rewards, opportunities, and the market strength of a large organization combined with the entrepreneurial culture of a small, fast-paced company. You will enjoy the benefits of working with a growing company that competes globally, with the personal touch and feel of a smaller company where you can make an impact every day. *ProMach is an Equal Opportunity Employer. Pro Mach uses E-Verify to verify employment eligibility of all new hires to work in the United States. Pro Mach is a drug-free workplace.* *We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.*### About ProMach**ProMach** may not be a brand you see on store or pharmacy shelves, but we are integral to your daily life, powering the processing and packaging machines behind consumer goods, food and nutrition, health, and everyday products. At ProMach, we are committed to responsibility, honesty, safety, and helping you grow. We seek individuals eager to shine—whether creative, strategic, technical, or persuasive—offering opportunities to shape your career in exciting directions. You’ll be challenged and rewarded, making an impact on our customers' performance while helping to build the future of packaging innovation. Our mission—to help customers protect their reputations and grow consumer trust—along with our core values, drives us to perform with passion, accountability, and proactive problem-solving. We emphasize collaboration and innovation, where every employee and voice matters, ensuring consistency and excellence in everything we do. When you join our team, you're not just taking a job; you're becoming part of something that lasts.