Office Administrator Assistant (Sag Harbor, NY)

Summerhill Landscapes Inc; Village of Sag Harbor (NY); On-site; USD 36,000 - 52,000; Full time

Job summary

Summerhill Landscapes Inc. in Sag Harbor seeks an Office Administrative Assistant to manage the front desk and be the first point of contact for clients, partners, and vendors.

The role requires strong organization, clear communication, and effective time management. The successful candidate will handle calls, greet visitors, maintain records, coordinate travel and meetings, manage supplies, and assist with permits, registrations and donations processes.

Qualifications

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.

Responsibilities

• Answers and transfers phone calls, screening when necessary
• Welcomes and directs visitors and clients
• Maintains filing systems as assigned
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed
• Responds to and resolves administrative inquiries and questions
• Coordinates and schedules travel, meetings, and appointments for managers or supervisors
• Prepare agendas and schedules for meetings as needed
• Maintains office supplies and coordinates maintenance of office equipment
• Order supply for yards and field workers, including uniforms, handheld equipment, etc.
• Oversees distribution of the mail
• Oversee the organization and planning of all charitable donations. Create process for requests for donation to be submitted and reviewed
• Oversee Conference registrations; review process registration forms, review all travel arrangements if required, all restaurant reservations if required
• Oversee the organization and maintain the permits and renewal calendar
• Manage the renewal of all permit registrations/2290/special permits annually
• Manage the renewal of landscaper/contractor permits as needed
• Enter cash receipts

Skills

Verbal and written communication

Interpersonal skills

Customer service

Time management

Attention to detail

Tools

Microsoft Office

Job description

We are seeking an Office Administrative Assistant to manage the front desk of our office in Sag Harbor. This is a key role for us, as this position is the company’s first point of contact for our clients, partners and vendors. We are looking for an energetic individual who is well-organized, communicates well and practices excellent time management skills. In addition, this individual should have top-notch customer service skills and be a problem solver.

RESPONSIBILITIES:

• Answers and transfers phone calls, screening when necessary
• Welcomes and directs visitors and clients
• Maintains filing systems as assigned
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed
• Responds to and resolves administrative inquiries and questions
• Coordinates and schedules travel, meetings, and appointments for managers or supervisors
• Prepare agendas and schedules for meetings as needed
• Maintains office supplies and coordinates maintenance of office equipment
• Order supply for yards and field workers, including uniforms, handheld equipment, etc.
• Oversees distribution of the mail
• Oversee the organization and planning of all charitable donations. Create process for requests for donation to be submitted and reviewed
• Oversee Conference registrations; review process registration forms, review all travel arrangements if required, all restaurant reservations if required
• Oversee the organization and maintain the permits and renewal calendar
• Manage the renewal of all permit registrations/2290/special permits annually
• Manage the renewal of landscaper/contractor permits as needed
• Enter cash receipts

QUALIFICATIONS:

• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Proficient in Microsoft Office Suite or related software
• Excellent organizational skills and attention to detail
• Basic understanding of clerical procedures and systems such as recordkeeping and filing