Administrative Assistant

Administrative Support Specialist – Operations & Customer Communications

Work Arrangement: Hybrid – 3 days onsite and 2 days remote
Schedule: Monday–Friday, 7:00 a.m.–3:30 p.m.
Contract Duration: 6 months, with the possibility of extension
Pay Rate: $23–$28 per hour, depending on experience

Position Overview

We are seeking a detail-oriented Administrative Support Specialist to provide operational, clerical, and customer communication support. This role is responsible for processing applications and account documentation, coordinating deposits and orders, managing customer correspondence, supporting scheduling activities, and assisting with internal and external meetings.

The ideal candidate will have strong organizational skills, proficiency with administrative systems, and the ability to manage multiple priorities while maintaining accurate records and providing responsive customer service.

Key Responsibilities

Document Processing and Account Management

Perform triage by reviewing, prioritizing, and processing incoming documents and requests.

Review applications, create new ASETs, and verify account information.

Process pending deposits, send payment links, and review submitted deposit payments.

Review and complete original work requests during the triage process.

Review final connector forms and place corresponding orders through Oracle.

Perform validation activities and complete required closeout procedures.

Review, update, and complete customer relationship management (CRM) records.

Customer Communications and Correspondence

Prepare and distribute customer communications, including B-ticket correspondence, SAB letters, B-ticket letters, irregular condition letters, and hot socket letters.

Create demonstration (demo) letters and send signed copies to customers by mail and email.

Respond to incoming phone calls and direct inquiries to the appropriate resources.

Review incoming mail and ensure documents and requests are routed or processed appropriately.

Scheduling and Operational Support

Provide scheduling support to ESRs (field service representatives), including rescheduling routes when staffing shortages or unexpected absences occur.

Coordinate administrative follow-ups related to operational activities and outstanding requests.

Assist with tracking and processing operational documentation to support timely completion of work.

Purchasing and Order Management

Place and manage orders through Oracle for required operational items, including:

CPM items

Final connectors

Area contractor invoices

GOIs

Monitor order-related documentation and support accurate processing and recordkeeping.

Meeting and Administrative Coordination

Provide administrative support for follow-up activities associated with high-level meetings involving NYSAFAH, NYCHA, SCA, and Open Main.

Assist with presentation preparation and meeting support.

Coordinate meeting invitations and related administrative arrangements for internal and external stakeholders.

Help ensure meeting communications, documentation, and follow-up activities are completed accurately and on time.

Required Skills and Qualifications

Strong administrative, organizational, and time-management skills.

Excellent written and verbal communication skills.

Experience reviewing and processing documents, applications, and account records.

Proficiency with Microsoft Office applications and electronic recordkeeping systems.

Experience with Oracle and customer relationship management (CRM) systems preferred.

Ability to manage multiple tasks, meet deadlines, and prioritize requests in a fast-paced environment.

Strong attention to detail and commitment to data accuracy.

Professional customer service skills and the ability to communicate effectively with internal teams, customers, and external stakeholders.

Ability to work independently while collaborating with cross-functional teams.

Ideal Candidate Profile

The successful candidate will be organized, proactive, and comfortable balancing document processing, customer communications, order management, and scheduling responsibilities. Experience in administrative operations, utility services, customer account support, or field service coordination would be beneficial.