Administrative Assistant

We are looking for an Administrative Assistant to support a sales and marketing team in the drink and beverages industry in New York, New York. This Long-term Contract position will play an important role in keeping purchasing, budgeting, scheduling, and team support activities organized and on track. The ideal candidate is highly detail-oriented, comfortable managing multiple priorities, and confident working with internal stakeholders and external vendors. This role offers the opportunity to contribute to smooth business operations through strong administrative, financial, and logistical support.

Responsibilities:

• Oversee purchase order creation and follow-through, ensuring all requests are processed accurately and in accordance with company procedures.

• Complete goods receipt activities and verify that delivered services or materials are properly documented in internal records.

• Review and submit invoices in a timely manner, coordinating with finance partners and vendors to resolve discrepancies when needed.

• Track spending against budgets, maintain up-to-date records of commitments, and help identify variances for business partners.

• Support brand and cross-functional teams by preparing administrative updates related to budgets, procurement activity, and operational needs.

• Manage request submissions and status tracking within internal systems while ensuring required documentation is complete and compliant.

• Maintain organized files and audit-ready records for purchasing, financial, and administrative documentation.

• Coordinate meeting logistics, including room reservations and scheduling support for workshops, team sessions, and cross-functional gatherings.

• Assist with planning team meals, events, and group activities by handling vendor communication and logistical arrangements.

Qualifications:

• At least 2 years of experience in administrative support, finance coordination, procurement, event coordination, or a related function.
• Strong organizational skills with the ability to manage multiple assignments and deadlines with accuracy.
• Experience handling data entry, administrative office support, and general coordination tasks in a detail-focused environment.
• Ability to communicate effectively with internal teams, external vendors, and business partners.
• Comfortable working with invoices, purchase orders, budget tracking, and related administrative processes.
• Proficiency in answering inbound calls and supporting front-office or receptionist-style responsibilities as needed.
• High attention to detail and a proactive approach to problem-solving and follow-up.

Compensation

$19.79-$22.91 Hourly

About Us

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