What are the responsibilities and job description for the Office Assistant position at Arrow Systems, Inc.?
About Us
Arrow Systems, Inc. is a Buffalo–based manufacturer and distributor of advanced digital printing equipment and materials. We serve customers around the world in industries ranging from packaging and labeling to industrial and specialty printing. With decades of experience, our team focuses on delivering reliable, high-quality solutions backed by exceptional service and support.
Position Overview
The Office Assistant will provide day-to-day administrative support across departments, assisting with bookkeeping, shipping and receiving, order processing, and general office coordination. This role will work closely with the bookkeeping and logistics teams to ensure smooth operations.
Responsibilities
Administrative & Bookkeeping Support
Arrow Systems, Inc. is a Buffalo–based manufacturer and distributor of advanced digital printing equipment and materials. We serve customers around the world in industries ranging from packaging and labeling to industrial and specialty printing. With decades of experience, our team focuses on delivering reliable, high-quality solutions backed by exceptional service and support.
Position Overview
The Office Assistant will provide day-to-day administrative support across departments, assisting with bookkeeping, shipping and receiving, order processing, and general office coordination. This role will work closely with the bookkeeping and logistics teams to ensure smooth operations.
Responsibilities
Administrative & Bookkeeping Support
- Assist with data entry, filing, and record keeping for accounts payable and receivable
- Help with invoice processing, payment posting, and reconciling transactions
- Support inventory and purchase order tracking
- Communicate with customers and vendors regarding billing or payment inquiries
- Maintain organized and up-to-date financial and administrative files
- Assist with order processing, shipping documentation, and scheduling shipments
- Help receive incoming goods and verify inventory accuracy
- Communicate with domestic and international freight carriers as needed
- Maintain and manage warehouse to ensure timely order fulfillment
- Update internal systems with shipment and tracking information
- Answer and route phone calls or emails professionally
- Greet visitors and assist with general office needs
- Previous office or administrative experience preferred
- Basic understanding of bookkeeping or logistics is a plus (training provided)
- Strong attention to detail and organizational skills
- Ability to prioritize and handle multiple tasks in a fast-paced environment
- Proficient in Microsoft Office (Excel, Outlook, Word)
- Excellent written and verbal communication skills
- Team-oriented with a positive, proactive attitude