Sales Contract Coordinator

Administrative Assistant

Yonkers, NY, USA
55,000-55,000 per year
Salary
Full Time
Pension after 5 years of employment
Full medical benefits at no cost to the employee
Additional benefits: dental, optical, and prescription reimbursement, legal plan and financial planning advisor
Paid vacation: 1 week – 5 weeks, increases with years worked
Paid sick and personal days (15)
Paid holidays (16)
Essential Duties and Responsibilities

Answer incoming telephone calls, take accurate messages (paper and voicemail), and assist callers or direct inquiries appropriately.
Turn office phones on each morning and off each evening.
Check and manage office email daily, including receipt, printing, forwarding, responding to, and distributing emails as directed.
Type, compose, prepare, and distribute letters, email correspondence, notices, broadcasts, and other office documents.
Fax, mail, and process outgoing correspondence; manage postage and make post office runs as needed.
Copy, print, collate, and distribute letters, materials, packets, and documents.
Maintain organized filing systems for office records and documents.
File meeting minutes and related materials
Maintain files of relevant news articles and conduct daily searches for news items of interest.
Maintain office supply inventory, including paper, toner, copier supplies, stamps, and general office materials; notify the designated supervisor when reordering is needed.
Receive, unpack, and organize office deliveries and supply orders upon arrival.
Assist with basic kitchen/office upkeep, including coffee preparation, monitoring kitchen supplies, and restocking the refrigerator with beverages.
Meeting Preparation & Administrative Support

Prepare monthly and bi-monthly meeting folders.
Mail agendas before meetings.
Print labels for mailings.
Assemble and distribute meeting packets.
Copy news articles and other materials for meetings.
Format, edit, update, print, and distribute meeting minutes as needed.
Report attendance to the designated supervising staff director.
Maintain accurate office records and documentation as assigned.
Update membership database.
Receive election petitions and forward to the Election Committee.
Perform other clerical, administrative, and office support duties as assigned by the President, Staff Directors, Executive Administrative Assistant, or designated supervisor.
If Executive Board members or committee chairs request copying or assistance, staff should first check with one of the Staff Directors or designated supervisor for direction
Strong organizational skills
Pleasant interpersonal skills on the phone and face-to-face