Administrator - Office

Acme, 30 Gem Street, Brooklyn, New York, United States of America

Job Description Posted Tuesday, December 9, 2025 at 5:00 AM

The

Office Administrator

plays a vital role in maintaining smooth, efficient daily operations at Acme Smoked Fish. Serving as the first point of contact for employees, vendors, and visitors, this position provides exceptional service while ensuring a welcoming and well‑organized environment. The Office Administrator supports reception, office operations, event coordination, shipping, vendor management, and recordkeeping, all while demonstrating professionalism, confidentiality, and a high level of attention to detail.

What You Will Do At Acme:

Office Operations & Supplies

Manage office, pantry, and kitchen supplies, including inventory tracking and reordering.

Maintain office expense records and support budget tracking; elevate variances to the Director – People.

Process vendor invoices, verify accuracy, and route for approvals.

Liaise with vendors (cleaning, maintenance, catering, shredding, shipping) to ensure high‑quality service.

Support contract reviews and renewals (e.g., water coolers, office services).

Coordinate office logistics with the Gem Street office for shipping supplies, office materials, and related needs.

Maintain organized physical and electronic filing systems in compliance with retention requirements.

Support audits by preparing visitor logs, vendor documentation, and invoices.

Oversee mail/package delivery systems and coordinate shred‑box pickups.

Perform other duties as assigned

Reception & Guest Management

Greet and assist visitors, contractors, and vendors while managing sign‑in/out procedures and ensuring adherence to safety and facility access protocols.

Maintain a clean, professional, and welcoming reception area.

Coordinate visitor access, temporary security badges, and meeting room setup.

Prepare meeting rooms and manage hospitality needs for internal and external meetings.

Serve as the primary point of contact for guests, ensuring an excellent first impression.

Scheduling & Coordination

Manage shared calendars, meeting schedules, and conference room bookings.

Coordinate internal meetings and events, including catering, setup, and breakdown.

Monitor and coordinate maintenance for office equipment (e.g., printers, coffee machines, postage machine, water coolers).

Partner with porter/janitorial teams to ensure clean and organized shared spaces.

Support internal employee events such as luncheons, celebrations, and team gatherings.

Receive, sort, and distribute daily mail and packages.

Manage UPS and FedEx accounts, including order entry, billing, and issue resolution.

Respond to administrative inquiries and provide timely customer service to internal teams.

Provide required documentation (e.g., HACCP letters, certificates of insurance) upon request.

Your Education & Experience:

Associate degree in Business Administration, Office Management, or a related field.

2+ years of experience in an administrative, office support, or coordination role, preferably in a manufacturing or multi‑department environment.

Experience managing office supplies, vendor relationships, and service providers.

Proficiency with shipping and mail systems (e.g., UPS, FedEx) and calendar/meeting coordination tools.

Demonstrated ability to coordinate meetings, events, and hospitality needs while handling confidential information with professionalism.

Your Skills & Abilities:

Exceptional verbal and written communication skills, with a professional and customer‑focused demeanor.

Strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast‑paced environment.

Proficient in Microsoft Office Suite and familiar with clerical procedures such as recordkeeping and filing.

Problem‑solving mindset with the ability to work independently and collaboratively, follow through on tasks, and proactively support office operations.

Able to handle confidential information with discretion; comfortable using shipping systems (UPS, FedEx) and standard office equipment.

Basic financial literacy, including invoice review and expense tracking; completes required training programs as assigned.

Physical Requirements:

Prolonged periods of sitting at a desk, working on a computer, or prolonged periods of standing.

Work environment – office and occasional production floor.

Travel is not required for this role.

Health & Safety Requirements:

Observe and follow all safety rules.

Wear required PPE.

Follow mandated OSHA regulations.

Report all incidents including near misses immediately.

Compensation Range: $23.00 - $25.00/hour.

What's In It For You:

Competitive compensation including annual discretionary bonus.

Opportunity to choose the medical plan that works best for your family.

Flexible spending accounts (Medical + Dependent Care).

Health Savings Account option with quarterly employer contributions.

401(k).

Vision Insurance.

Company Sponsored Group Term Life.

Voluntary Life Insurance options for you and your dependents.

Paid time off including company and floating holidays.

Tuition Reimbursement.

CASH employee referral program.

Our Acme Legacy & Culture: Acme Smoked Fish is a seafood processor, purveyor, distributor and more, built on a foundation of quality, innovation, long‑lasting relationships, passion, and positive stewardship to our seafood communities. As the largest specialty smoked seafood company in the United States, we stand committed to providing the very best smoked seafood delicacies to our customers, near and far, and take great pride in being at the forefront of the seafood sustainability movement. Our authenticity has transcended from generation to generation and we pursue excellence in everything we produce and everyone we employ. We stand committed to our Values and our culture, providing us the opportunity to serve our friends and neighbors.

Acme manufactures and distributes its products in the U.S. under four core brands (Acme, Blue Hill Bay, Ruby Bay, and Spence) and private labels through leading retail and food service institutions. The company operates manufacturing sites in New York, North Carolina, Florida, Massachusetts, South America and Europe.

Ethics Statement: Acme Smoked Fish Corporation is committed to creating a diverse and inclusive workplace that fosters respect, collaboration, and innovation. We value the contributions of every employee and expect them to uphold the highest standards of ethical conduct and professional integrity. We are an equal opportunity employer. We do not tolerate or practice any form of discrimination, harassment, or misconduct based on race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, veteran status, or any other protected characteristic. We comply with all applicable laws and regulations regarding labor rights, human rights, environmental protection, and data privacy.

Acme, 30 Gem Street, Brooklyn, New York, United States of America

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