Administrator - Office

Acme, 30 Gem Street, Brooklyn, New York, United States of America

Posted Tuesday, December 9, 2025 at 5:00 AM

The Office Administrator plays a vital role in maintaining smooth, efficient daily operations at Acme Smoked Fish. Serving as the first point of contact for employees, vendors, and visitors, this position provides exceptional service while ensuring a welcoming and well‑organized environment. The Office Administrator supports reception, office operations, event coordination, shipping, vendor management, and recordkeeping, all while demonstrating professionalism, confidentiality, and a high level of attention to detail.

• Office Operations & Supplies
• Manage office, pantry, and kitchen supplies, including inventory tracking and reordering.
• Maintain office expense records and support budget tracking; elevate variances to the Director – People.
• Process vendor invoices, verify accuracy, and route for approvals.
• Liaise with vendors (cleaning, maintenance, catering, shredding, shipping) to ensure high‑quality service.
• Support contract reviews and renewals (e.g., water coolers, office services).
• Coordinate office logistics with the Gem Street office for shipping supplies, office materials, and related needs.
• Maintain organized physical and electronic filing systems in compliance with retention requirements.
• Support audits by preparing visitor logs, vendor documentation, and invoices.
• Oversee mail/package delivery systems and coordinate shred‑box pickups.
• Perform other duties as assigned
• Reception & Guest Management
• Greet and assist visitors, contractors, and vendors while managing sign‑in/out procedures and ensuring adherence to safety and facility access protocols.
• Maintain a clean, professional, and welcoming reception area.
• Coordinate visitor access, temporary security badges, and meeting room setup.
• Prepare meeting rooms and manage hospitality needs for internal and external meetings.
• Serve as the primary point of contact for guests, ensuring an excellent first impression.
• Scheduling & Coordination
  • Manage shared calendars, meeting schedules, and conference room bookings.
  • Coordinate internal meetings and events, including catering, setup, and breakdown.
  • Monitor and coordinate maintenance for office equipment (e.g., printers, coffee machines, postage machine, water coolers).
  • Partner with porter/janitorial teams to ensure clean and organized shared spaces.
  • Support internal employee events such as luncheons, celebrations, and team gatherings.
• Receive, sort, and distribute daily mail and packages.
• Manage UPS and Fed Ex accounts, including order entry, billing, and issue resolution.
• Respond to administrative inquiries and provide timely customer service to internal teams.
• Provide required documentation (e.g., HACCP letters, certificates of insurance) upon request.

• Associate degree in Business Administration, Office Management, or a related field.
• 2+ years of experience in an administrative, office support, or coordination role, preferably in a manufacturing or multi‑department environment.
• Experience managing office supplies, vendor relationships, and service providers.
• Proficiency with shipping and mail systems (e.g., UPS, Fed Ex) and calendar/meeting coordination tools.
• Demonstrated ability to coordinate meetings, events, and hospitality needs while handling confidential information with professionalism.

• Exceptional verbal and written communication skills, with a professional and customer‑focused demeanor.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast‑paced environment.
• Proficient in Microsoft Office Suite and familiar with clerical procedures such as recordkeeping and filing.
• Problem‑solving mindset with the ability to work independently and collaboratively, follow through on tasks, and proactively support office operations.
• Able to handle confidential information with discretion; comfortable using shipping systems (UPS, Fed Ex) and standard office equipment.
• Basic financial literacy, including invoice review and expense tracking; completes required training programs as assigned.