Office Administrator & Front Desk Coordinator

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

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.