Administrative Assistant

Administrative Assistant
Location: Brooklyn, NY
Schedule: Hybrid - 3 days onsite, 2 days remote
Hours : 7:00am - 3:30pm

Job Summary

The Administrative Assistant provides clerical and operational support by reviewing and processing applications, account records, deposits, work requests, forms, and customer communications. This role performs document validation, account closeouts, order management, correspondence preparation, and CRM reviews while maintaining accurate records and following established procedures. The position also supports scheduling, customer inquiries, meetings, and coordination between internal teams and external customers.

Job Responsibilities

• Perform triage by reviewing, prioritizing, and processing applications, account records, pending deposits, and original work requests.
• Create new ASET records and review accounts for completeness and accuracy.
• Send deposit links and verify submitted deposit payments.
• Review final connector forms and place related orders through Oracle.
• Perform document validation and complete required closeout activities.
• Prepare and send customer communications, including B-ticket correspondence, SAB letters, B-ticket letters, irregular condition letters, hot socket letters, and demonstration letters.
• Create demonstration letters and send signed copies to customers by mail and email.
• Review and complete CRM records and related documentation.
• Answer incoming phone calls and respond to routine inquiries professionally.
• Support scheduling for field service representatives, including coordinating route changes and rescheduling when staffing issues arise.
• Review and process incoming mail and related documents.
• Place and manage orders in Oracle for CPM items, final connectors, area contractor invoices, and GOIs.
• Follow up on administrative tasks related to high-level meetings and external stakeholder engagements.
• Support presentation meetings by preparing materials and coordinating administrative details.
• Coordinate meeting invitations and communications for internal teams and external customers.
• Maintain accurate records and ensure administrative tasks are completed within established timelines.

Job Requirements

• Administrative or clerical experience involving document processing, scheduling, customer service, or order management is preferred.
• Strong organizational skills and attention to detail when reviewing records and processing documents.
• Effective written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong customer service and telephone communication skills.
• Ability to maintain accurate records and handle confidential information appropriately.
• Familiarity with CRM systems and Oracle is preferred.
• Proficiency with standard office software, email, and document management tools.
• Ability to work independently and collaborate with internal teams and external customers.

About Equiliem

Equiliem believes in empowering success. It's our job to cultivate relationships that connect people and employers in a way that is inclusive, intelligent, and allows both to thrive.

Across the U.S., leading companies in healthcare, government, engineering, manufacturing, professional services, and energy rely on us for their workforce solutions. Our recruiting and HR services include contract and direct hire staffing, Payrolling/EOR, Independent Contractor Compliance, and Managed Services.

For almost 30 years, we've helped shape our industry. Today, we continue to research, ask questions, and continuously enhance the candidate journey and client experience.

Benefits

We offer a comprehensive benefits package to our employees, which includes:

• Medical Insurance
• Vision & Dental Insurance
• Life Insurance
• Matching 401(k)
• Commuter Benefits
• Employee Discounts & Rewards
• Payroll Payment Options

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Equiliem is an equal opportunity employer. We do not discriminate or allow discrimination based on race, color, religion, creed, sex, age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Equiliem will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at [emailprotected] or (732) 238-6050.