Office Manager / Administrative Assistant

22nd Century Technologies, Inc.; Stony Brook (NY); On-site; USD 40,000 - 55,000; Full time

Job summary

A leading company in Stony Brook is seeking an Office Manager / Administrative Assistant for a 3+ months contract. This role involves providing administrative support to the Procurement Department, managing mail, and maintaining vendor files. Ideal candidates will have strong clerical skills, attention to detail, and the ability to communicate effectively with vendors.

Qualifications

• Experience in general administrative support.
• Proficiency in document management and clerical tasks.
• Ability to communicate effectively with vendors.

Responsibilities

• Manage departmental mail and resolve delivery issues.
• Maintain and update vendor files for accuracy.
• Assist with special projects aligned with departmental goals.

Skills

Document management

Clerical tasks

Data entry

Communication

Problem-solving

Job description

Title: Office Manager / Administrative Assistant

Duration: 3+ months Contract

Shift timings: Monday to Friday, 8:30 AM to 5:00 PM.

Work Location: Stony Brook, NY 11794



Job Description:

• The Office Assistant (Temporary) provides general administrative support to the Procurement Department, focusing on mail processing, document management, correspondence, and problem-solving. This role assists with maintaining and updating vendor files and performs various office duties to support the team's operational efficiency.

Role and Responsibilities:

Department Mail Management

• Open, sort, stamp, and distribute departmental mail.


• Resolve issues with misrouted or unclear mail to ensure proper delivery.

Vendor File Maintenance:

• Perform updates to the vendor file, including additions, deletions, reactivations, and merges.


• Review vendor forms for accuracy using the SFS and Oracle systems before processing new entries.


• Update and maintain vendor information.


• Gather required documentation or details to complete vendor setup and processing.


• Coordinate with the Supplier File Department and Vendor Maintenance Units for Research Foundation and State vendors.


• Communicate with vendors to update their information in the SFS system.


• Serve as a backup for the Procurement Vendor File email inbox, ensuring timely responses and organized communication.


• Assist internal departments with vendor file inquiries.

Required Skills:

• Scan, copy, organize, and file documents.


• Answer phones and route calls to appropriate staff members.


• Monitor and respond to emails professionally and promptly.


• Enter data into systems or spreadsheets with accuracy.


• Perform general clerical tasks, such as photocopying and shredding documents.

Additional Duties:

• Assist with special projects or other tasks as assigned, aligned with departmental goals and responsibilities.

Reporting Structure:

• This position reports to the Vendor File Supervisor within the Procurement Systems and Operations Team.