Office Manager

Job Title: Office Manager

Department: NJ BranchReports To: Branch ManagerJob Type: Full-Time | Onsite | Salaried Exempt

Location: East Brunswick, NJ 08816

Position Summary

The Office Manager is responsible for overseeing the overall administrative and operational functions of the NJ Branch and ensuring the office operates efficiently, professionally, and in alignment with company policies and business objectives.

This position manages daily office operations, facility coordination, inventory and procurement activities, vendor relationships, administrative processes, and office support functions. The Office Manager will also supervise and provide direction to office administrative staff, coordinate cross-functional activities, and serve as a key liaison between the NJ Branch, headquarters, employees, vendors, and external stakeholders.

The ideal candidate is an organized, proactive, and hands-on leader who can effectively manage multiple priorities, improve operational processes, and provide strong administrative support to branch leadership.

Key Responsibilities

Office Operations & Administration

• Oversee the day-to-day administrative operations of the NJ Branch and ensure a professional, organized, and productive work environment.
• Establish and maintain effective office procedures, workflows, and administrative processes.
• Supervise, assign, and monitor the work of office administrative staff, including Office Administrators and other assigned support personnel.
• Set priorities, provide guidance and feedback, and ensure administrative tasks are completed accurately and timely.
• Coordinate calendars, meetings, agendas, meeting minutes, and internal communications as needed.
• Review and approve routine administrative documents, reports, purchase requests, and other office-related documentation.
• Serve as a primary point of contact for administrative matters between the NJ Branch and headquarters.
• Identify operational issues and implement practical solutions to improve office efficiency.
  
  
  

Staff Management & Development

• Manage and support administrative staff, including onboarding, training, workload distribution, and performance management.
• Establish clear expectations and ensure team members understand their responsibilities and priorities.
• Monitor workload and staffing needs and recommend adjustments when necessary.
• Cross-train administrative staff to ensure continuity of essential office functions.
• Conduct regular check-ins and provide coaching and support to administrative employees.
• Partner with HR and branch leadership on employee-related administrative matters and special projects.
  
  
  

Event Scheduling & Coordination

• Oversee the planning and coordination of internal and external meetings, workshops, company events, and branch activities.
• Coordinate event logistics, including catering, facilities, room setup, technology, materials, and guest arrangements.
• Ensure events are properly scheduled, communicated, and executed within established budgets.
• Coordinate with headquarters and other departments for company-wide meetings and events.
  
  
  

Travel & Flight Bookings

• Oversee travel arrangements for branch employees and executives, including flights, hotels, transportation, and itineraries.
• Ensure business travel complies with company policies and budget requirements.
• Review travel-related documentation and assist with expense reporting and reconciliation.
• Coordinate travel arrangements with headquarters and other branch locations when necessary.
  
  
  

Office & Facility Management

• Oversee the overall condition, functionality, and daily operation of the office and related facilities.
• Manage relationships with building management, service contractors, maintenance providers, and office suppliers.
• Coordinate repairs, maintenance, cleaning, security, utilities, and other facility-related services.
• Monitor facility-related expenses and ensure services are provided according to agreements and company expectations.
• Ensure office facilities, equipment, and common areas are properly maintained and organized.
• Support compliance with applicable health, safety, security, and company procedures.
• Coordinate office moves, workspace changes, furniture installations, and other facility projects.
  
  
  

Inventory, Procurement & Asset Management

• Oversee office and warehouse inventory management processes, including supplies, equipment, tools, materials, and consumables.
• Establish and maintain appropriate inventory control procedures and documentation.
• Review inventory levels, identify shortages or excess inventory, and coordinate replenishment.
• Oversee purchase orders and procurement activities for office supplies, warehouse materials, tools, equipment, and other business needs.
• Manage relationships with suppliers and vendors and evaluate pricing, service quality, and delivery performance.
• Review purchasing requests and ensure purchases are consistent with company policies and approved budgets.
• Coordinate asset tagging, storage organization, equipment assignment, and lifecycle management.
• Work closely with warehouse personnel to improve inventory accuracy, labeling, storage, and restocking procedures.
• Identify opportunities to improve purchasing efficiency and reduce unnecessary costs.
  
  
  

Facility & Project Management

• Lead small to mid-scale office and warehouse improvement projects, including reorganizations, relocations, furniture installations, and workspace improvements.
• Develop project plans, timelines, budgets, and milestones.
• Coordinate contractors, vendors, and internal teams to ensure projects are completed on time and within budget.
• Monitor project progress, resolve issues, and communicate status updates to branch leadership and headquarters.
• Maintain project documentation and conduct post-project reviews to identify opportunities for improvement.
  
  
  

Financial & Recordkeeping

• Oversee administrative purchasing processes, including invoices, purchase orders, expense reports, and supporting documentation.
• Monitor office and facility-related expenses and assist branch leadership with budget planning and expense control.
• Review invoices and purchasing documentation for accuracy and completeness.
• Assist with financial summaries, audits, and other administrative reporting as requested.
• Ensure accurate and organized digital and physical records for office, facility, purchasing, and warehouse-related activities.
• Maintain appropriate confidentiality of financial, employee, vendor, and company information.
  
  
  

Vendor & External Relationship Management

• Establish and maintain effective relationships with building management, vendors, contractors, suppliers, and service providers.
• Negotiate or assist with service agreements, pricing, delivery schedules, and issue resolution as authorized.
• Monitor vendor performance and address service issues in a timely manner.
• Coordinate communication with local government agencies and external stakeholders regarding administrative, facility, and operational matters.
  
  
  

Customer & Employee Support

• Maintain a professional and welcoming environment for employees, customers, visitors, and business partners.
• Oversee front-office support, incoming calls, visitors, mail, and general administrative services.
• Ensure employees have the necessary workspace, supplies, equipment, and administrative support.
• Support employee meetings, trainings, company functions, and other branch activities.
• Provide administrative support to HR, executives, and branch leadership on special projects.
• Maintain confidentiality of employee, executive, customer, and company information.
  
  
  

Cross-Functional Coordination

• Coordinate with HR, Finance, Sales, Service, Warehouse, and other departments to support branch operations.
• Facilitate communication between the NJ Branch and headquarters to ensure timely completion of administrative and operational requirements.
• Support implementation of company policies, procedures, systems, and operational initiatives.
• Identify process gaps and recommend improvements to increase efficiency and accountability.
• Perform other duties as assigned to support branch leadership and company operations.
  
  
  

Required Qualifications

• High school diploma required; associate or bachelor's degree in business administration, management, or a related field preferred.
• 4–7 years of experience in office administration, office management, operations, facility management, inventory control, procurement, or a related field.
• Prior supervisory or management experience preferred.
• Experience managing administrative staff and coordinating multiple operational functions.
• Experience with procurement, vendor management, inventory control, or facility management preferred.
• Strong organizational and leadership skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Strong problem-solving and decision-making abilities.
• Proficiency with Microsoft Office or Google Workspace; experience with ERP, purchasing, inventory management, or other business systems is a plus.
• Ability to work independently, exercise sound judgment, and take ownership of responsibilities.
• Strong attention to detail and ability to maintain accurate records.
• Ability to handle confidential employee, financial, and company information appropriately.
• Written and verbal fluency in both Mandarin and English is preferred.
• Ability to work effectively in a fast-paced, cross-functional business environment.
  
  
  

Compensation & Benefits

Salary Range: (Based on experience and qualifications)

Benefits Include:

• Medical, Dental, and Vision insurance
• 401(k) with company match
• Paid Time Off (PTO) and Paid Holidays
• Employee Assistance Program (EAP)