Office Administrator

About the Position

New Jersey Respiratory Associates is seeking an organized, resourceful Operations / Office Administrator to coordinate daily office operations and provide administrative support across the company.

In this role, you will manage office purchasing, vendor coordination, company equipment, vehicle administration, and operational records. You will work closely with HR, Operations, Clinical, Technical Operations, and leadership to keep requests moving, maintain accurate information, and ensure important deadlines are met.

This position is a strong fit for someone who enjoys solving practical problems, managing competing priorities, and following projects through to completion.

Key Responsibilities

·       Manage daily office operations: Keep the workplace organized, adequately supplied, and operating efficiently. Serve as a central contact for administrative and operational requests.

·       Coordinate purchasing and inventory: Manage office supplies, equipment, inventory, shipping and receiving, and distribution of company materials.

·       Maintain vendor relationships: Coordinate maintenance, repairs, cleaning, utilities, office equipment, and other services with vendors and service providers.

·       Organize company records: Maintain accurate contracts, agreements, vendor information, invoices, receipts, and other operational documentation.

·       Support company vehicle administration: Coordinate maintenance, registrations, tolls, records, and related administrative needs.

·       Track company equipment and property: Manage distribution and returns of laptops, phones, tablets, uniforms, badges, keys, and other company-issued items, including during onboarding and offboarding.

·       Coordinate technology needs: Work with IT and vendors on equipment setup, replacements, troubleshooting, and employee support requests.

·       Support meetings and company initiatives: Assist leadership with scheduling, meetings, events, training sessions, and other organizational activities.

·       Maintain operational tracking: Keep calendars, spreadsheets, reports, recurring deadlines, and compliance-related documentation current and organized.

·       Assist facility and client operations: Support administrative requests, satisfaction surveys, complaint tracking, audits, and performance improvement initiatives.

·       Provide support across departments: Assist HR, Operations, Clinical, Technical Operations, and leadership with special projects and follow-up on outstanding items.

·       Improve administrative processes: Identify practical ways to strengthen organization, communication, and operational workflows.

·       Protect confidential information: Handle employee, client, financial, and company information with discretion.

·       Perform additional administrative and operational duties as business needs evolve.

Qualifications and Skills

·       Experience in office administration, operations coordination, administrative support, or a related role.

·       Strong organizational skills and the ability to manage multiple priorities and recurring deadlines.

·       Clear, professional written and verbal communication.

·       Comfort working with email, calendars, spreadsheets, reports, and electronic records.

·       Attention to detail when maintaining documentation, tracking inventory, and following up on requests.

·       Ability to communicate effectively with employees, leadership, vendors, and facility contacts.

·       Sound judgment, discretion, and a dependable approach to handling confidential information.

·       Ability to work independently while collaborating across departments.

·       A practical approach to problem-solving and improving everyday processes.