Office Administrator - Jersey City

Job Summary:

The ideal candidate will be organized, personable, and capable of managing multiple tasks simultaneously.

Key Responsibilities:

• Front Desk Reception:
• Greet and welcome visitors, clients, and vendors in a friendly and professional manner.
• Answer, screen, and direct incoming phone calls and emails.
• Manage visitor logs and provide visitors with necessary information and directions.
• Administrative Support:
• Schedule appointments, meetings, and conference room bookings.
• Maintain and update office calendars and contact lists.
• Prepare and distribute internal communications, memos, and other documents.
• Assist with the preparation of reports, presentations, and correspondence.
• Office Management:
• Manage office supplies and inventory; place orders as necessary.
• Maintain a clean, organized, and professional reception area and common spaces.
• Coordinate with vendors for office maintenance and equipment repair.
• Support other departments with various administrative tasks as needed.
• Data Entry & Record Keeping:
• Maintain filing systems, both digital and physical, ensuring that all records are up-to-date and easily accessible.
• Assist with data entry, updating databases, and generating periodic reports.

Qualifications:

• High school diploma or equivalent required; associate or bachelor’s degree in business administration or related field preferred.
• Proven experience as a receptionist, office administrator, or in a similar administrative role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with office management software.
• Strong verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to multitask, prioritize, and manage time effectively in a fast-paced environment.
• Customer service orientation with a friendly and professional demeanor.

Working Conditions:

• Primarily office-based in a standard office environment.
• May occasionally require additional hours during peak times or special events.
• Position requires sitting for extended periods, using a computer, and handling multiple phone lines.