Administrative Support Specialist

2 weeks ago

Hudson, United States New City Microcreamery Full time

Join Our Team as an Administrative Support Specialist

We are seeking a detail-oriented and proactive Administrative Support Specialist to join our team. The ideal candidate will manage various financial and administrative duties, ensuring accuracy and efficiency in our operations. The responsibilities include handling vendor invoices, customer orders, payroll, inventory, reporting, scheduling, managing the event/catering calendar, and overseeing email accounts. If you have strong organizational skills and an ability to multitask in a dynamic environment, we encourage you to apply.


Key Responsibilities:

Vendor Invoice Management

  • Collect, scan, and upload vendor invoices.
  • Understand expected invoices and proactively follow up with vendors for missing documents, including repairs, large purchases, recurring purchases, and key weekly vendors.
  • Enter and edit line items on vendor invoices.
  • Ensure timely approval of invoices by the appropriate personnel.


Accounts Receivable (A/R)

  • Enter and verify customer invoices, ensuring alignment between customer orders and fulfilled orders.
  • Receive and process customer orders.
  • Send reminders to customers about orders.
  • Ensure commissary offerings match customer availability.
  • Monitor and manage A/R aging from customers, ensuring timely collections.


Payroll Administration

  • Upload, review, and submit hours on payroll day.
  • Coordinate with managers for corrections and address any questions.
  • Manage the onboarding process for new hires in PAYCOM.
  • Process PAFs and follow up with managers to obtain necessary approvals.


Administrative Support

  • Handle administrative tasks such as ordering supplies.
  • Perform sanity checks on inventory.
  • Follow up with managers to ensure final completion.
  • Oversee and manage company email accounts.
  • Ensure timely responses to inquiries and proper email correspondence.


Wholesale Sales Reporting

  • Generate and analyze wholesale sales reports.
  • Provide insights and recommendations based on sales data.


Scheduling Sampling

  • Coordinate and schedule product sampling events.
  • Work with the sales and marketing teams to ensure successful execution of sampling initiatives.


Event/Catering Calendar Management

  • Manage and maintain the event and catering calendar.
  • Coordinate with clients and internal teams to ensure all events and catering orders are properly scheduled and executed.


Qualifications:

  • Proven experience in accounts payable/receivable, payroll administration, or related roles.
  • Strong understanding of invoice processing and financial reconciliation.
  • Proficiency in using accounting software and payroll systems (experience with PAYCOM is a plus).
  • Experience with sales reporting and data analysis.
  • Excellent organizational and time management skills.
  • Ability to work independently and as part of a team.
  • Strong communication skills, both written and verbal.
  • High attention to detail and accuracy.
  • Ability to handle confidential information with integrity.
  • Experience in managing event/catering schedules and email accounts is a plus.


What We're Looking For:

Enthusiasm: A passion for our ice cream and a desire to spread happiness with every scoop.

Organization: Strong organizational skills to keep our office running like a well-oiled machine.

Communication: Excellent interpersonal skills to connect with clients, team members, and ice cream enthusiasts.

Experience: Previous experience in office administration or related roles is a plus.

Growth Mindset: A willingness to learn and grow as part of our dynamic team.


Perks:

Competitive Pay: Enjoy a salary range of $18-$22 per hour, rewarding your hard work and dedication.

Ice Cream Bonuses: Indulge in free samples and discounts on our mouthwatering treats.

Fun Environment: Join a team that's passionate about ice cream and creating memorable experiences.

Growth Opportunities: Be part of a rapidly expanding company with room for advancement and personal development.


Location: This position is hybrid, with opportunities for in-person work at our factory in Shirley, MA, and remote work flexibility.


REQUIREMENTS
  • Ability to communicate effectively, both verbally and in writing. Comfortable with public speaking
  • Must be punctual, professional, reliable, highly detail oriented, and self-motivated
  • Must be outgoing, attentive, and comfortable engaging in conversation with guests
  • Must have confidence and the ability to connect with a diverse spectrum of guests and staff
  • Must have a valid driver’s license
  • Must have finger dexterity, ability to use keyboard

Here at New City, we feel that above all else, it’s the people that matter most. We believe in people because once upon time people believed in us. Our incredible staff are the crown jewels of New City. We are blown away by the way they smile through every situation and dedicate themselves to the guests above all else. From our Honorable Order of Frozen Dessert Technicians to our Baristas to our Flavor Ambassadors, all of them work together to make the Microcreamery go. They are amazing individuals who have committed to the team and we could not be more excited to watch all of them grow with us and fulfill their potential in the future.

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