Administrative Assistant (Operations Support)
About Us
Funxion White Glove Service provides high-end receiving, storage, and white-glove delivery services for residential and corporate clients. Our operations rely on accuracy, communication, and teamwork. We are seeking a dependable and highly organized Administrative Assistant to support our receiving department, office manager, and billing team.
Position Overview
The Administrative Assistant will provide day-to-day administrative support across multiple departments, including Receiving, Office Management, and Billing. This role is essential to keeping operations running smoothly by assisting with documentation, quotes, communication, and general office coordination. The ideal candidate is proactive, detail-oriented, and communicates clearly and professionally in English.
Key Responsibilities
Receiving Department Support
- Assist with receiving documentation, data entry, and recordkeeping
- Coordinate paperwork related to inbound shipments and inventory
- Communicate with internal teams regarding receiving status and updates
Office & Quoting Support
- Assist the Office Manager with preparing and organizing customer quotes
- Enter pricing, services, and client information accurately
- Maintain organized records of quotes, approvals, and client requests
Billing & Administrative Support
- Support the billing department with invoice preparation, data verification, and filing
- Assist with payment tracking, documentation, and client correspondence as needed
- Maintain accurate and organized administrative and financial records
General Administrative Duties
- Answer phones and respond to emails professionally
- Schedule appointments and coordinate internal communications
- Assist with special projects and operational tasks as needed
- Ensure confidentiality and accuracy in all documentation
Qualifications
- Fluent in English (written and verbal) – required
- High school diploma or equivalent; Associate’s degree a plus
- 2+ years of experience in an administrative or office support role
- Strong organizational skills and attention to detail
- Ability to multitask and support multiple departments
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Comfortable learning internal systems and processes (Magaya experience a plus)
- Strong professionalism, reliability, and work ethic
- Experience in logistics, warehousing, or service-based environments is a plus
Benefits
- Paid time off and company holidays
- Opportunities for growth and skill development
- Supportive, team-oriented work environment