LOCATION: Secaucus, NJ
CLASSIFICATION: Full-Time- 37.5 hours/week
ANNUAL SALARY: $45,000 – $50,000
JOB SUMMARY:
The Office Manager is the heartbeat of our nonprofit’s daily operations, ensuring that everything runs smoothly behind the scenes so our mission can shine. This multifaceted role blends organization, communication, and leadership to keep our administrative functions efficient and aligned with our core values.
As the go-to person for both internal teams and external partners, the Office Manager orchestrates daily office activities, coordinates meetings, and maintains systems that support our broader organizational goals. You’ll be the central hub of our Secaucus office, serving as Site Administrator and championing a well-organized, welcoming, and high-functioning workplace.
ESSENTIAL DUTIES:
- Interact with visitors with grace and diplomacy, display business etiquette
- Serve as the Secaucus Office phone operator, answer calls, respond to inquiries with information, route callers, and monitor/route or respond to voicemail messages
- Provide supply chain coordination and inventory tracking for Family Connects NJ. Maintain accurate records of all nursing supply and patient materials, ensuring optimal inventory levels. Maintain organized storage area and coordinate with vendors and internal teams to replenish stock efficiently. Oversee the receiving, storage, and distribution of Family Connects NJ supplies, tracking orders to ensure orders are received and available for nursing staff. Resolve receiving and invoice discrepancies in collaboration with Finance department.
- Ensure office safety and operating efficiency by reporting all facility problems to building management, i.e., lack of heat or air conditioning, water, safety, and cleanliness issues, etc., coordinate repairs/facilitate prompt resolutions, and inform staff throughout the process
- Ensure all office machines operate properly: copy machine, postage meter, printers, etc., order copier supplies, maintain postage in meter, coordinate repairs/service with the appropriate vendor
- Order and maintain inventories of essential office and kitchen supplies, provide ongoing office orientation, and instruct employees on the use of office machines
- Collect, sort, and distribute office mail; meter and post outgoing mail, assist staff with UPS & FedEx
- Administrate VOIP service, online retail vendors, shipping vendors, and document storage vendor accounts, managing all aspects of the accounts, monitoring functionality, pricing, on-time delivery performance, response time to issues and urgent requests, and creating user instructions
- Coordinate in office meetings, book and set up conference room, order food/catering
- Coordinate annual office-wide clean-up day, file storage transfer, and shredding event
- Conduct annual safety drills coordinated with building management. Coordinate annual safety lectures with the local police and fire departments. Monitor first aid kit, AED device, and fire extinguishers
- Collaborate with Dover and Irvington Site Administrators
- Handle other duties as assigned
JOB REQUIREMENTS:
- High School graduate or GED; Bachelor’s degree preferred
- Minimum 3 years administrative experience
- Bilingual preferred – Spanish, Haitian Creole, Portuguese, Arabic
- Certified Administrative Professional a plus
- Computer proficiency (MS Office Suite including Teams)
- Technologically savvy, ability to solve problems
- Knowledge of standard office administrative practices and procedures
- Highly organized and detail-oriented; dependable and reliable
- Energetic individual who can handle a fast-paced environment and meet deadlines
- Ability to effectively prioritize tasks and manage time effectively
- Ability to take responsibility and deliver results with a spirit of innovation and commitment to excellence
- Excellent verbal and written communication skills; strong interpersonal skills.
- Meeting coordination experience is a plus
All PMCH employees must comply with PMCH’s Immunization Policy.