Administrative Assistant at Spherion CT/RI/Western MA in Westfield, Massachusetts, United States

Job description

• Seeking a highly organized, detail-oriented, and mature Administrative Operations Coordinator. Working directly with the business owner in a fast-paced warehouse environment, you will manage vital administrative, billing, and inventory tasks. A major component of this role involves high-stakes customer service and precise data management, as you will interact with federal agents regarding the disposal of government agency vehicles. The ideal candidate possesses strong computer literacy, exceptional follow-through, and the ability to thrive in a dynamic team setting.
• Direct Impact: Work side-by-side with the business owner, meaning your contributions are directly visible and highly valued.
• Stable, Close-Knit Environment: Enjoy the supportive culture of a family-owned business alongside the fast-paced energy of logistics.
• Professional Growth: Gain unique experience handling high-level compliance and documentation for federal agency accounts.
• Comprehensive Security: Peace of mind with premium health, dental, and vision coverage, plus performance-based incentive bonuses.

Responsibilities

• Federal Liaison & Customer Service: Act as a primary point of contact for federal agents regarding the disposal of government vehicles, ensuring professional communication and strict adherence to protocol.
• Data Entry & Documentation: Accurately log vehicle information (including VIN numbers, makes, models, and mileage) into the internal database; handle scanning and meticulous filing of physical and digital paperwork.
• Financial & Portal Management: Prepare billing documents and execute payments to various agencies securely through online portals.
• Reporting & Inventory: Generate detailed agency reports utilizing Microsoft Access and maintain strict control over scheduling and inventory management.
• Office Operations: Manage daily administrative duties, including answering phones and coordinating vendor/customer communications.

Requirements

• Hours: 8:00 AM – 5:00 PM (Monday – Friday)
• Location: Westfield, MA (On-site)
• Technical Skills: Strong PC skills, proficiency in MS Office (Word, Excel), Microsoft Access, and QuickBooks.
• Core Competencies: Exceptional organizational skills, high attention to detail, and robust follow-through.
• Experience: Some automobile knowledge is helpful but not required. A mature attitude and strong cultural fit for a small team are essential.

Skills

Required

• Strong PC skills
• Proficiency in MS Office (Word, Excel)
• Microsoft Access
• QuickBooks
• Exceptional organizational skills
• High attention to detail
• Robust follow-through

Preferred

• Some automobile knowledge

Benefits

• Competitive Pay: Compensation is determined by candidate experience, education, certifications, and specific job-related skills. $20 - $28/hr Comprehensive Benefits: Includes premium health insurance (medical, dental, vision) and eligibility for an incentive recognition bonus program. Access to training and development to expand your professional certifications.