Office Administrator

Newark Emergency Services for Families, Inc.

Location: Newark, NJ

Salary: $60,000

Employment Type: Full-Time

Organization Overview:

Newark Emergency Services for Families, Inc. (NESF) is a 501c3 nonprofit organization founded in 1977 to help meet the needs of homeless and low-income individuals and families in Essex County, NJ. NESF provides a variety of services, including food and housing assistance, workshops and case management services, and our Drop-in Center, where local residents can receive free meals and access additional services. NESF also operates the Weequahic Family Success Center in the Newark’s south ward, which provides youth and family services.

Position Summary:

The Office Administrator will be responsible for overseeing the daily administrative operations of NESF to ensure the smooth and efficient functioning of the organization. The Office Administrator will provide administrative support to leadership and staff, manage office systems and supplies, and assist with basic HR-related tasks. This role requires strong organizational skills, attention to detail, and the ability to work effectively in a fast-paced nonprofit environment.

Responsibilities:

· Serve as primary liaison with landlord regarding building issues, repairs, and maintenance

· Manage office vendors (e.g., parking, security) and coordinate service needs

· Oversee office supplies, equipment, and inventory (e.g., printers, ink, paper)

· Coordinate incoming and outgoing mail and deliveries

· Maintain agency vehicles, including scheduling maintenance, registration, and insurance

· Process bills and maintain records of invoices and receipts

· Manage petty cash and track related expenditures

· Deposit checks and support basic cash management functions

· Process payroll and maintain records in ADP

· Coordinate employee onboarding and offboarding processes

· Maintain personnel files in compliance with organizational policies

· Track time and attendance, including PTO and call-out coverage coordination

· Administer employee benefits and support insurance renewals

· Maintain agency insurance policies (e.g., liability, workers’ compensation, auto, professional liability)

· Maintain and update organizational documents, including org chart, board roster, staff directory, employee handbook, policies and procedures, and agency calendar

· Coordinate volunteer and intern activities and maintain related records

· Provide general administrative support to staff and leadership as needed

Qualifications:

· Associate’s or Bachelor's degree in Business Administration or related field

· Minimum of 2 years of professional experience

· Strong organizational, problem-solving, and time-management skills

· Proficiency with Microsoft Office Suite and database management systems

· Excellent verbal and written communication skills

· Ability to maintain confidentiality and handle sensitive information with discretion

· Strong interpersonal skills and ability to work as part of a team

Please note, this list of duties is not exhaustive and you may be tasked with additional, related responsibilities. The employer has the right to revise this job description at any time, for any reason.

Pay: $60,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Please attach a cover letter explaining why you are a good fit for this role and why you are interested in working with us.

Ability to Commute:

• Newark, NJ 07102 (Required)

Work Location: In person

Salary : $60,000