Administrative Assistant

Role overview

HAPPIER is looking for a highly organized and proactive Administrative Assistant to keep day-to-day operations running smoothly. This person will act as a key coordination point for communication, administrative processes, and computer-driven operational work in a busy warehouse and operations setting.

The position reports to the Director of Operations and is based on site in Brooklyn, NY, five days per week. The ideal candidate brings strong attention to detail, can balance several priorities at once, and communicates confidently with leadership, team members, and vendors.

Bilingual ability in English and Spanish is required, along with experience in warehouse or logistics operations and solid hands-on knowledge of Microsoft Office, inventory systems, and order management tools.

What you will do

• Oversee everyday administrative tasks, internal communication, and follow-up so information is accurate, timely, and reaches the right people.
• Manage calendars, emails, meetings, and operational updates while recording requests, decisions, deadlines, and next steps.
• Review timecards and support payroll-related processing to help ensure deadlines are met.
• Keep records, reports, and operational files well organized and up to date.
• Maintain inventory records in inventory management platforms, including item details, stock levels, adjustments, transfers, and related documentation.
• Handle ordering and purchasing tasks such as preparing orders, obtaining approvals, speaking with vendors, tracking shipments and backorders, and resolving discrepancies.
• Track task completion and support delegation of work to other team members when needed.
• Act as the main communication link between the Director of Operations, staff, vendors, and other departments through email, phone, meetings, written updates, action items, and follow-up.
• Use Microsoft Office tools such as Excel, Word, Outlook, and Teams for spreadsheets, formulas, reports, documentation, email coordination, calendar management, and team communication.
• Juggle multiple priorities in a fast-moving environment without losing accuracy.
• Spot process gaps and help improve operational efficiency.

What we are looking for

• English and Spanish fluency is mandatory.
• At least 2 years of experience in administrative, operations, warehouse, or logistics roles is preferred.
• Strong command of Microsoft Office, especially Excel, Word, Outlook, and Teams, including spreadsheet work, formulas, reporting, documentation, and calendar/email handling.
• Prior exposure to payroll support, timecard checks, or employee scheduling is preferred.
• Excellent organization, multitasking, and time management abilities.
• Strong written and verbal communication skills, with reliable follow-through across employees, vendors, and managers.
• Experience with inventory and ordering systems for stock updates, reconciliation, purchase orders, vendor coordination, delivery tracking, and receiving is preferred.
• Strong troubleshooting ability and comfort adapting to a fast-paced workplace.
• Background in warehouse, logistics, distribution, or operations environments is preferred.
• Practical experience with warehouse management, ERP, inventory, procurement, or order management systems, including purchase orders and vendor follow-up, is preferred.
• Ability to work in both warehouse and office settings.
• Comfort with standing, walking, and occasionally lifting up to 20 lbs.

Work environment

This role is fully on site and requires presence in the NYC office five days a week. It involves working across both warehouse and office areas and may include physical movement throughout the day.