Malcarne Corporation is a family-owned contracting company. We are hiring an Office Assistant to support our finance and administrative operations.
This is an entry-level job. You do not need office experience. You do need to be accurate, honest, and genuinely interested in learning how the work is done.
What You Will Actually Do
Most days are a mix of these:
- Enter invoices, job costs, and customer information into our systems
- Check entries against source documents and correct what does not match
- Build and update spreadsheets for job tracking and financial reporting
- Format and proofread letters, proposals, contracts, and reports
- Maintain digital and paper records so they can be found later
- Answer routine questions from customers and field staff by phone and email
- Sort and route incoming mail and email
- Track deadlines and follow up on open items
- Support the Finance Director with recurring weekly and monthly tasks
- Handle confidential company and customer information
Most tasks have a written procedure or a checklist. Where one does not exist yet, we will write it with you.
What We Need From You
- You catch errors. Wrong numbers, missing dates, and misspelled names bother you.
- You do the same task the same way every time.
- You show up on schedule.
- You ask a question instead of guessing.
- You keep confidential information confidential. No exceptions.
- You are comfortable on a computer and can learn new software.
- You can use Excel or Google Sheets to enter data, sort, filter, and write basic formulas. We will teach you the rest.
- You can write a clear, correct email.
What We Do Not Require
- Years of office experience
- A college degree
- A polished interview performance
- Someone who wants to talk their way through the job instead of doing it
How We Work
We are being specific about this on purpose, because it matters more than anything else on this page.
- We say what we mean. Instructions are literal. If we ask for something by Thursday, we mean Thursday. We do not hint and we do not expect you to read between the lines.
- Feedback is direct and about the work. If something is wrong, we tell you what is wrong and how to fix it. It is not personal, and you will never have to guess whether you are doing well.
- The work is structured. Recurring tasks, written procedures, predictable deadlines.
- Questions are welcome. Asking twice costs five minutes. Guessing wrong can cost a week.
Where This Leads
We are hiring for the long term, not for a season. Someone who does this job well can grow into [accounts payable and receivable / payroll support / job costing / office management]. We pay for training and certifications that make you better at the work.
Pay, Schedule, and Benefits
- Schedule: 35 to 40 hours per week, worked within our office hours of Monday through Friday, 8:00 a.m. to 5:00 p.m. We are flexible on start and end times and will set a consistent weekly schedule with you.
- Benefits: Paid time off, Holidays after 3 months, retirement after 12-24 months
- Location: On site at 22 E. Market St, Rhinebeck, NY.
Tell us about something you taught yourself. Anything at all. What was it, and how did you go about learning it?
We read every one of these.
What Our Hiring Process Looks Like
You will know where you stand at each step.
- Application review. We respond to everyone within 5 business days.
- Phone call, about 15 minutes. Availability, interest, and basic questions.
- Interview, about 45 minutes. You will receive the questions in advance. Bring notes if you want them.
- Reference check and offer.
Pay: $18.00 - $25.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Vision insurance
Work Location: In person
