Admin assistant/Office Manager

About the Role:

The Admin Assistant/Office Manager plays a pivotal role in ensuring the smooth and efficient operation of our office located in New Jersey. This position is responsible for managing daily administrative tasks, coordinating office activities, and supporting staff to maintain a productive work environment. The successful candidate will oversee office supplies, handle correspondence, and serve as a liaison between management, employees, and external partners. By organizing schedules, managing records, and facilitating communication, this role directly contributes to the overall effectiveness and professionalism of the organization. Ultimately, the Admin Assistant/Office Manager ensures that the office functions seamlessly, enabling the team to focus on their core responsibilities.

Minimum Qualifications:

• High school diploma or equivalent required; Associate’s degree or higher preferred.
• Minimum of 3 years experience in administrative support or office management roles.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.

Preferred Qualifications:

• Bachelor’s degree in Business Administration, Management, or related field.
• Experience with office management software and tools such as QuickBooks or similar accounting software.
• Familiarity with human resources processes and basic payroll functions.
• Demonstrated ability to lead and motivate a small team.
• Knowledge of local regulations and compliance standards relevant to office operations.

Responsibilities:

• Manage and coordinate daily office operations including scheduling, correspondence, and supply inventory.
• Serve as the primary point of contact for internal staff and external vendors or clients.
• Organize meetings, prepare agendas, and take minutes to ensure effective communication and follow-up.
• Maintain accurate records, files, and documentation in compliance with company policies.
• Support human resources functions such as onboarding new employees and maintaining personnel records.
• Assist with financial tasks including invoicing, expense tracking, and budget monitoring.
• Implement and improve office procedures to enhance efficiency and workflow.
• Coordinate maintenance and repair of office equipment and facilities.

Skills:

The required skills such as proficiency in Microsoft Office and strong organizational abilities are essential for managing daily administrative tasks, scheduling, and maintaining accurate records. Effective communication skills enable the Admin Assistant/Office Manager to interact professionally with staff, vendors, and clients, ensuring clear and timely information flow. Preferred skills like experience with accounting software and HR processes support financial tracking and employee management responsibilities. Leadership and problem-solving skills are applied to improve office procedures and resolve operational challenges efficiently. Together, these skills ensure the office environment is well-organized, compliant, and conducive to productivity.