Office Administrator

Position: Office Administrator

Reports to: Senior Vice President

Department: Administration

Location: 475 Springfield Avenue, Summit, NJ 07901

Position Type: In-Office

Classification: Full-Time; Exempt

Summary The Office Administrator is responsible for ensuring the efficient day-to-day operation of the organization by providing administrative, operational, and office management support. This role serves as a central resource for employees, leadership, vendors, and visitors, helping to maintain organized processes, coordinate welcoming work environment while ensuring operational efficiency and exceptional internal and external service. The Office Administrator plays a critical role in fostering a productive, professional, and welcoming work environment while ensuring operational efficiency and exceptional internal and external service.

Primary Responsibilities

• Manage day-to-day office operations, ensuring an organized, efficient, and professional work environment.
• Serve as the primary point of contact for office-related inquiries, vendors, service providers, and visitors.
• Coordinate office supplies, equipment, facilities maintenance, and vendor contracts.
• Maintain organizational files, records, databases, and document management systems.
• Develop, implement, and maintain office procedures and administrative best practices.
• Prepare reports, presentations, correspondence, and other business documents.
• Ensure compliance with organizational policies, procedures, and recordkeeping requirements.
• Support cross-functional teams by coordinating logistics and administrative needs.
• Maintain confidentiality and handle sensitive information with discretion and professionalism.
• Identify opportunities to improve operational efficiency and recommend process enhancements.
• Meet with individuals and families to assess needs, goals, and available resources
• Develop, implement, and manage individualized care and support plans
• Coordinate access to healthcare, education, community programs, residential and employment options, and government benefits
• Guide families through eligibility, applications, and disability-related systems
• Collaborate with financial planners, attorneys, and other professionals to support integrated planning
• Monitor and update care plans based on changing needs and circumstances
• Maintain regular communication with families to provide support and guidance
• Advocate for clients to ensure access to appropriate services and resources
• Document case activity and ensure compliance with policies and regulations

Qualifications

• Bachelor's degree preferred.
• 3+ years of experience in office management, administration, operations, executive support, or a related field.
• Strong proficiency in Microsoft Office Suite, Google Workspace, and office management software.
• Experience managing multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• Strong organizational, planning, and time management abilities.
• Demonstrated ability to work independently and exercise sound judgment.
• Experience with budgeting, vendor management, and administrative processes preferred.
• Ability to maintain confidentiality and professionalism in all interactions.

Core Competencies

• Office & Administrative Management
• Operational Excellence
• Organizational Skills & Attention to Detail
• Executive & Administrative Support
• Communication & Interpersonal Effectiveness
• Customer Service Orientation
• Problem Solving & Critical Thinking
• Project Coordination & Management
• Time Management & Prioritization
• Vendor & Facilities Management

Essential Job Functions

• The Office Administrator oversees daily office operations and administrative functions to ensure the smooth and efficient functioning of the organization. This role manages office systems, coordinates facilities and vendor relationships, supports leadership and staff with administrative needs, maintains organizational records and processes, and serves as a key point of contact for internal and external stakeholders. The position requires strong organizational skills, attention to detail, proactive problem-solving, and the ability to manage multiple priorities while supporting a positive and productive workplace culture.

Travel Requirements

• Minimal to None: Approximately 0%-9% (Office-based with potential for day trips or annual meetings).

Compensation & Benefits Compensation (based on experience)

• Annual Base Salary: $70,000-$80,000 annually
• Annual Performance Bonus Target: 5%

Benefits

• Employee Benefits (Medical, Dental, Vision, Life Insurance, other)
• 401k with Employer Match
• Paid Time Off
• Paid Parking
• This role is an in-office position